Job Description
- Operates the property efficiently in compliance with Company guidelines in order to achieve maximum return on investment (ROI) for the property owner. This includes but is not limited to:
o Communicates effectively and frequently with the Property Manager, General Manager, Vice President and or Group Manager on all significant operating issues based on the building, client and tenant’s history.
o Supports Leasing Specialist in the preparation of lease and/or rental agreements and is responsible for lease administration process. Upon execution of the Lease, PM assists the Project Manager (if applicable) and Chief Engineer in the tenant construction coordination process, prepares the set-up of accounting information to collect specified rents and develops lease abstracts. Maintains intimate knowledge of lease agreements; ensures compliance from an accounting standpoint and acts upon from an operations point of view.
o Assist with the development and gains consensus for, and implements the Management Plan for assigned assets
o Arranges for alterations to, or maintenance, upkeep, or reconditioning of facilities as specified in the operating budget, management plan and/or management services agreement and of leased premises as dictated by lessee’s agreement.
o Assist in the development of written policies and procedures for tenant rent collections and extension of credit terms to tenants within client parameters.
Participates in second level collection discussions and writes default letters consistent with obligations and rights within the Lease.
Reviews account aging reports to ascertain status of collections and balances outstanding and to evaluate effectiveness of current collection policies and procedures.
With approval from the client, submits tenant accounts to attorney or agency for collection.
Assists with eviction of tenants in compliance with court order and directions from specified attorney and client.
o Prepares adjustments to tenant billing process. Has a strong knowledge and understanding of CPI increases, escalations, recoveries, special charges, etc.
o Maintains role as primary/secondary contact for tenants relative to tenant service requests. Proactively meets with tenant representatives on scheduled basis. Communicates regularly with the Property Administrator, providing necessary support and information to this primary tenant contact.
o Coordinates response to more complicated tenant service requests and assures follow-up. Responds to lease-related concerns.
o Establishes, communicates and manages the tenant move-in/move-out process to minimize disruption to established tenants.
o Assists Chief Engineer in meeting the assigned criteria within the Operations Audit. Assures compliance with Management Audit with the assistance of the Property Administrator. Assures compliance with Franklin Street policies, procedures and standard practices.
o Employs or contracts for onsite management and engineering personnel, as delineated within the operating budget, management plan and/or management services agreement. Submits hiring recommendations to General Manager for approval.
o Ensures that all employees maintain a professional appearance and courteous demeanor at all times.
o Ensures all employees receive adequate training which includes Company policies and procedures, legal compliance, safety, and other related topics.
o Manages the development, of the Property Administrator and the Quality Tenant Service (“QTS”) program. In addition, oversees the implementation of the QTS program at assigned buildings.
- Oversees the maintenance and physical operations of the property through the utilization of Maintenance Supervisor / Building Engineer and staff.
o Works with Chief Engineer to assign employees to duties such as maintenance, repair, or renovation and obtains bids for additional work from outside contractors, pursuant to client and Franklin Street guidelines.
o Capable of managing construction projects such as tenant improvements, restroom renovations and major repair and maintenance projects, etc.
o Reviews construction specifications or plans, obtaining advice from the General Manager, Chief Engineer, Operating Engineers and/or engineering consultants.
o Ensures property and staff maintain a safe environment at all times for tenants, guests, and staff including compliance with legal guidelines and Company standards. Executes Company safety program effectively at all times.
o Prepares and/or reviews periodic inventory of building contents and property condition, and forwards listing to client for review.
o Inspects all properties on a regular basis to ensure building operations are performing according to Franklin Street standards and procedures. Inspects facilities and equipment to determine extent of service and equipment required. Recommends, justifies, develops and coordinates projects that enhance the value of the office buildings.
o Ensure that emergency evacuation procedures are in place and life safety systems are operating effectively.
- Manages the property office activities and staff including submitting financial reports, etc.
o Assists with the preparation of the final budget documentation (i.e., explanatory notes.) Plans and administers budget for the office building(s).
o Assists with the preparation and review the annual jurisdictional forms and filings as required. (i.e. Income & Expense, Real Estate Tax payments, Property Tax filings, Baseball tax, etc.)
o Works with Client Accounting Services to manage the accounting process and directs on-site bookkeeping functions and collection process. Oversees the development and revision of written accounting procedures for the office buildings aimed toward an appropriate level of control for cash receipts and deposits.
o Competitively bids and prepares all service contracts to assure high quality and cost-effective services. Assembles and analyzes contract bids, and submits bids, recommendations and standard form contract agreement to Vice President for execution. Acts as primary contact for service contractors and vendors. Participates in group bid process as appropriate.
o Reviews purchases of supplies and equipment for use at managed office buildings.
o Prepares and reviews financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases.
o Prepares and reviews financial reports for client on monthly, quarterly and annual basis complying with requirements in management services agreement, with copy to the General Manager. Analyzes financial statements to project future financial position and budget requirements.
- Maintains and utilizes supervisory level knowledge of common property management business practices in order to ensure effective implementation of plans and strategies and to ensure timely corporate reporting including:
o Company policies and procedures, market data, systems reporting tools, general accounting processes, legal compliance including OSHA etc.
o Responsible for compliance with development, revision and implementation of property manuals and on-line systems.
- Prepares annual submissions for review by the Property Manager, General Manager for the Franklin Street Property Awards Program and industry awards (e.g., BOMA TOBY award.)
- Oversees the Property Administrator in the preparation of office equipment leases and maintenance agreements.
- Assures that appropriate insurance requirements are in place for all properties.
- Cross-sells all Franklin Street services.
- Participates in regional and national property management initiatives.
- Models a high level of customer service and ensures all employees display a courteous and helpful attitude towards tenants, co-workers, and all visitors to the property.
- Performs daily review of service requests to ensure timely completion and adherence to legal time restraints.
- Practices and promotes a collaborative team environment.
- Embraces company core values: Integrity, Accountability, Hard Work, and Collaboration. Follows and demonstrates Company policies, procedures, and best practices, both as an individual as the leader of his/her team.
- Performs other duties as assigned. Qualifications
- Minimum of four (4) years of commercial real estate or property management experience including budget preparation/financial reporting, familiarity with building systems, lease negotiation, documentation and administration.
- Ability to read, analyze, and interpret legal documents (lease documents, claims of lien, etc.), general business periodicals, professional journals, technical procedures, or government regulations.
- Ability to produce well-written reports, business correspondence and procedure manuals.
- Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers and the general public.
- Bilingual – Spanish a plus.
- Strong communication skills paired with the ability to train and coach staff and discuss complex issues and participate in negotiations with owners and contractors.
- Strong analytical, problem-solving skills.
- Attention to detail and exceptional follow-thru.
- Ability to multi-task in a fast-paced, ever changing environment.
- Proficient knowledge of Microsoft Office/Suite, and any other software program or piece of technology identified as standard for Franklin Street or requested by the Client. Must have working knowledge in various budget applications.
EDUCATIONAL/TECHNICAL REQUIREMENTS
- Associates or Bachelor degree required and advanced degree a plus.
- Industry accreditation and/or designation are preferred. LEED Accreditation is recommended.
- High level of proficiency in computer skills including MS Office applications (Excel, Word, Outlook) and internet / application software is required along with a willingness and ability to learn new software programs.
- Proficiency with standard office equipment including calculator, fax machine, and electronic scanner required.
- Obtain the required real estate license within your jurisdiction, i.e. a salesperson license or a property management license within twelve (12) months of hiring.
- CPM or RPA professional designation or candidacy preferred.
- Ability to calculate figures and amounts such as discounts, interest, commissions, prorations, percentages, basic calculation of measurement of rent, parking fees, and late fees. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Ability to analyze, interpret and explain financial statements and calculate dollar and percentage variances. Possesses proven financial and accounting acumen including clear understanding of cash and accrual accounting procedures.
- Must possess a valid driver’s license.
- Yardi or comparable property management software proficiency a plus.
Additional Information
Franklin Street is a group of companies focused on delivering value-added solutions to today’s commercial property owners. Founded in 2006 during one of the toughest real estate climates, Franklin Street has blossomed into one of the fastest-growing real estate and insurance companies in the Southeast, with offices in Tampa, Atlanta, Ft. Lauderdale, Miami, Orlando, and Jacksonville. Our family of real estate companies – which include Real Estate, Capital, Insurance, Valuation, and Management Services – is focused on developing solutions for the evolving demands of our clients.
Learn more about Franklin Street at www.FranklinSt.com.
Recent Awards Include:
- Fast 100 Award honoring the fastest 100 Fastest Growing companies in the State of Florida
- Fast 50 Award honoring the 50 Fastest Growing companies in Tampa Bay – Tampa Bay Business Journal – 2011, 2012, 2013, 2014, 2015, and 2016
- Tampa Bay Chamber of Commerce – Small Business of the Year Finalist 2013
- Tampa Bay Times – Best Places to Work Award 2013
- Best Places to Work Award Finalist – Tampa Bay Business Journal 2012 & 2013
- Real Estate Forum Magazine – cover feature 2016 “Best Bosses” edition – Andrew Wright, CEO
- 40 under 40 Award, Real Estate Forum Magazine – Andrew Wright, CEO
- 25 to Watch in 2015, Tampa Bay Business Journal – Andrew Wright, CEO
- Top Volunteer Workplace 2014 – United Way Suncoast
- CoStar Real Estate Power Broker Award 2015 – Tampa and Atlanta
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