Commercial Property Manager – Commercial Property Management Experience Required
Overview
The Property Manager position supports and assists in the management of commercial real estate in accordance with the Management Agreements. The Property Manager is involved in all aspects of day-to-day operations of the property, including accounting, tenant relations, maintenance and repair, security, janitorial services, landscaping, etc. The Property Manager handles tenant complaints and service requests, and must be familiar with the terms of tenant leases. The Property Manager assists in the preparation of the annual budget, reporting and financial performance of the property.
Skills, Knowledge and Personal Characteristics
The following attributes are desirable for job success: exceptional communication and organizational skills; detail oriented and accurate with numbers; customer service experience; ability to work under pressure; self-motivated and self-directed; ability to assert oneself; exemplary time management skills; ability to work with staff in solving problems and ability to take direction and function as part of a team.
Specific Duties
- Provide excellent tenant service. Respond to tenant request/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow up with the tenant to ensure satisfactory resolution of the issue. Ensure that there is 24-hour emergency coverage for the property at all times.
- Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
- Ensure that property lease files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence and file notes.
- Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
- Become proficient with the accounting/property management software. Monitor all key dates and reporting within the system.
- Assist with establishment of the Property Management Plan, Preventative Maintenance Policies and Procedures and Property Operations Material.
- Prepare and conduct Association meetings, including notices and meeting minutes, as necessary
- Adhere to Association statutes and specific Association Docs
General Duties
- Prepare memos, letters, emails, maintain files, prepare expense reports and other administrative forms, copying, and arrange for courier service and overnight deliveries.
- Maintain office clerical, filing and record keeping systems.
- Assist in the production of monthly and annual reports.
- Assist in preparation of transaction related documents
- Maintain contact and other databases for properties.
- Aid in the production of departmental report (e.g. business plans, financial statements, RFP’s).
- Contractor coordination.
- Coordinate tenant move-ins.
- Obtain estimates/bids for repairs at the Property. Generate and track Work Orders.
- Sort, code and ensure accuracy and compliance with contracts of all property related invoices.
- Coordinate and schedule appointments, meetings and conference calls.
- Collect and organize all property information in a format for quick reference.
Financial
- Detailed verification of all invoice amounts and information with approved Work Orders or contracts.
- Ensure proper property coding on invoices.
- Investigate cost reduction opportunities.
- Read meters and calculate utility bill-backs to tenants.
- Assist client accounting with questions related to the property and resolution of vendor issues.
Scope of Responsibility and Authority
The Property Manager is charged with supporting management’s efforts in the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well maintained building, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the Owner’s goals and objective. In absence of Executive staff, the Property Manager must provide “in charge” responsibilities for the property. These responsibilities include being on-call 24 hours, managing and delegating maintenance staff and contracts.
Other Requirements
- Full-time salary position.
- Strong working knowledge of MS Word, Outlook and Excel.
- Familiarity with accounting software (i.e. Yardi) a plus.
- Effectively prioritize and multi-task.
- Excellent people skills.
- Strong working knowledge of general office equipment (copiers, fax machines, scanners).
- Ability to effectively communicate both orally and in writing.
- Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
- Proactive, initiate follow- through.
Miscellaneous
The qualification requirements, physical demands and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job.
This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personnel.
Commercial Property/Association Manager
Responsibilities
- Manage all aspects of assigned property/association
- Inspect and arrange maintenance to meet standards
- Maintain a positive, productive relationship with owners
- Negotiate contracts with contractors in a timely and reliable manner
- Monitor receivables and handle operating and reserve expenses
- Develop and manage annual operating and reserve budgets by forecasting requirements and analyzing variances
- Accomplish financial goals and report periodically on financial performance
- Prepare, coordinate and facilitate annual, budget and board meetings including preparation of proper notices and minutes for associations
Requirements
- Proven work experience as property/association manager
- Fully understanding property/association management and its financial aspects
- In depth knowledge of all rules and regulations surrounding property/association management
- Competency in MS Office and relevant databases and software
- Customer focus and bottom line orientation
- Interpersonal savvy with strong communication and presentation skills
- Well organized with excellent time management skills
- Commercial property management experience required
Job Type: Full-time
