Property Manager

The Property Manager oversees the overall management of the properties to increase the value of assigned properties by creating and implementing a comprehensive management plan.

• Develop and maintain an in-depth working knowledge of the property, including physical condition, mechanical, structural, etc.
• Oversee day-to-day activities meeting their deadlines and priorities (i.e. accounting time lines, ensuring the accuracy in new tenant set-up, coding and data entry of payables, work order time lines as it relates to tenant service, etc.)
• Supervise direct reports ensuring internal tasks and projects get completed on time.
• Prepare and/or maintain files for each assigned property that provides information on buildings, utilities, contractors, contracts, emergency procedures, property insurance, and other information necessary to operate each property.
• Prepare annual property expense and capital budgets, CAM reconciliations and quarterly/period reports.
• Review operating statements and aged receivables on an on-going basis and resolve discrepancies as required.
• Track property budget(s) to meet financial obligations.
• Develop and implement tenant relations program with team.
• Respond and resolve tenant complaints in a timely and professional manner.
• Compose tenant correspondence and property memorandums.
• Administer Tenants’ and Landlords’ compliance with terms of the Lease.
• Administer Tenant Defaults with the terms of the Lease/company policy and procedures timelines.
• Inspect properties on a weekly and monthly basis for maintenance and tenant compliance measures.
• Keep Certificate of Insurance documents updated for all tenant and vendor contractors.
• Investigate accidents, vandalism, property damage, etc. as required. Review situation, write and submit reports to Corporate Risk Management.
• Discuss insurance issues with appropriate in-house personnel.
• Authorize repairs and mobilize vendors.
• Contract with vendors regarding property operations i.e. (but not limited to) landscaping, HVAC, grounds sweeping, parking lot, storm drain cleaning, electrical, plumbing, trash, etc.
• Follow appropriate bid process, review information, and analyze and award contract utilizing proper in-house signing authority procedures
• Obtain bids for capital jobs or tenant improvements and prepare appropriate spending approval forms (MSC) for signature by supervisor prior to awarding the work; prepare contracts for signature thereafter.
• Supervise the vendor to ensure successful completion of the project.
• Obtain labor and material releases from contractors and post notices of Non-Responsibility as needed for any Tenant Improvement or capital work
• Conduct move-in and move-out suite inspections with tenants prior to occupancy or upon expiration of lease, and complete related paperwork for security deposit refunds or closing out a tenant account on a timely basis.
• Communicate and prepare space for turnover (i.e. custodial, painting, carpet, utility (gas/electric) changeover(s), ordering of Park specified signage etc.).
• Negotiate lease agreements, when required, using approval authorities designated by the company.
• Prepare lease analysis documents for proper approvals when required.
• Prepare Lease documents, tenant notices when required.
• Maintain and track lease rollovers (Lease Status Report) or projects for pending transactions and items requiring follow-up.
• Review and track lease rolls to work with leasing on TI or refurb plans for vacating units.
• Contract and oversee refurbs and turnovers in timeframe to reduce vacancy time.
• Work to maintain positive relationships with tenants and resolve critical tenant issues.
• Coordinate periodic tenant events and tenant appreciate gifts.
• Represent Landlord’s interest in leasing transactions, staying abreast of current market conditions in order to achieve highest occupancy possible.
• Type correspondence/leases/reports/memos, etc., copy, distribute and file. Paperwork must be prepared accurately, timely and meet specified deadlines.
• Maintain tenant/vendor files and good record keeping. Involves copying, filing, assembling, labeling and organizing new files.
• Follow up in written format with a copy of the letter to the tenant lease file or vendor file.
• Review A/P vouchers for accuracy, information, and coding on weekly basis. Correct as required.
• Print and distribute monthly Lease Status reports & various other reports for the department.
• Responsible for maintaining and safe keeping of key and lock distribution to tenant suites.
• Additional duties and special projects as assigned.

• 5 or more years of property management experience in commercial/office and/or retail, handling property maintenance & repair, tenant improvements, tenant complaints, vendor contracts, lease administration and enforcement.
• Knowledge of real estate law, finance, accounting practices and procedures.
• Strong ability to read and interpret lease documents.
• Proficient computer skills including Microsoft Office and property…