Property Manager

About the role

The Property Manager is responsible for the on-site day-to-day activities and functions on a large single property or multiple properties (depending on size, location, and type). This includes maintaining property appearance and condition, tenant relations, creating and maintaining property financials, leasing support, collections, and managing tenant improvement and/or capital activities.

Responsibilities

• Accounts Receivables (5% of Time): Understand the status of receivables, maintain ultimate responsibility for resolution of tenant collection issues, review and approve late fees in accordance with lease terms, send default notices, and pursue legal actions to collect delinquent balances when necessary. Complete quarterly bad debt reporting with “no reserve” forms, tenant adjustment, write-off, and refund forms. Review and approve monthly rent-up.
• Accounts Payables (5% of Time): Review and approve invoices (including building credit card statements, direct report’s expense reports, and TI/Capital invoices) per policies and procedures, ensuring appropriate supporting documentation is included and charges are accurate and allocated correctly. Work with tax consultant and Asset Manager to aggressively appeal tax assessments. Approve tenant refunds per policies and procedures.
• Property Financials (20% of Time): Support the Property Accounting team in the monthly close process by ensuring unpaid invoices are accrued and incorrectly coded expenses are reclassed. Ensure annual estimates and escalations are completed in accordance with lease terms. Complete monthly variance and capital reporting, annual capital plans and operating budgets, and reforecasts. Keep abreast of market conditions and rental rates, remaining a resource for Asset Management.
• Lease Administration (15% of Time): Understand lease terms and obligations, specifically knowing terms for exercising lease options. Prepare commencement letters, monitor and communicate changes in lease information (move-in dates, vacate dates, month-to-month leases) to Lease Admin and Asset Management as necessary. Ensure letters of credit and tenant deposits are maintained, and review and approve tenant’s lease profiles per policies and procedures.
• Building Maintenance, Construction, and Security (20% of Time): Maintain the appearance and condition of the property by hiring appropriate vendors (soliciting and reviewing bids, preparing contracts, monitoring activities and the project schedule, and tracking the budget). Manage day-to-day maintenance, capital, and TI projects. Oversee the preventive maintenance program with engineers and ensure building energy management systems are fully utilized. Monitor janitorial work orders and ensure they are completed. Conduct quarterly engineering and janitorial building inspections. Achieve and maintain building designations (e.g., BOMA360, Energy Star, LEED, TOBY) and pursue energy savings and green initiatives as directed. Ensure a sound Security and Emergency Preparedness plan is in place. Review and submit insurance incident reporting forms.
• Tenant Relations (20% of Time): Maintain ownership of the customer relationship and develop and implement a tenant visitation program. Maintain relations with tenants and ensure timely resolution of tenant requests. Review bi-annual Kingsley Associates survey responses and implement an Action Plan as directed. Assist Asset Management with leasing activities by attending prospective tenant showings, supporting leasing/re-leasing activities, and reviewing draft lease language. Monitor tenant move-in and move-out procedures.
• Employee Management (10% of Time): Supervise property management support staff (Assistant Property Manager, Tenant Services Coordinator, Property Administrator) where applicable. Partner with General Manager, Regional Manager, and/or Human Resources to hire, train, and discipline employees, as well as foster team building. Approve time off requests and timesheets, and complete performance evaluations and goal setting.
• Other (5% of Time): Proactively remain involved in the local community and real estate organizations (e.g., BOMA, NAIOP) and maintain relations with the brokerage community.

Requirements

• At least seven years’ experience in property management, commercial real estate preferred
• Four-year degree or equivalent experience
• RPA, CPM, or CCIM designation preferred
• Real Estate License preferred
• Proficient in Microsoft Office and advanced Excel skills
• Proficient in Yardi or other real estate accounting software
• Excellent verbal and written communication skills
• Must be a self-starter, self-disciplined, and highly organized
• Must have a strong work ethic and be team-oriented and highly dependable
• Must be able to physically visit and inspect all areas of the property
• Proficient in Angus Anywhere or other tenant work order system

Requires frequent movement and the ability to inspect all areas of the property including the roof and basement. Must be able to stand, sit, or walk for extended periods to greet tenants and vendors. Routine physical presence is required at the office to provide general support and backup to co-workers and meet service needs of tenants. Annual travel for two to three days to attend a company-wide meeting.