Senior Property Manager

About the position

Under general supervision, manages daily operation of assigned properties. Maintains properties in good order and condition by contracting and scheduling necessary repairs and maintenance. Responsible for administrative activities such as completing lease paperwork, maintaining property records, preparing routine reports, tracking and processing accounting data, and processing work orders. Responsible for supervising construction-related activities for tenant build-outs, capital and other projects including budgeting, permit document preparation, permitting, scheduling, negotiating with and managing contractors / subcontractors, tracking project budgets, ensuring construction compliance with safety, quality control, and building requirements.

Responsibilities

• Responsible for maintaining assigned properties in good order and condition by contracting and scheduling necessary repairs and maintenance.
• Researches various vendors to assess price and quality.
• Collects bids from contractors and prepares service contracts.
• Collects insurance certificates from vendors.
• Defines necessary scope of work for tenant improvements, bidding out the job and overseeing the work/contractors.
• Inspects construction phases, audits incurred costs against progress and monitors work of contractors through completion and document close out.
• Supervises construction-related activities for approved construction projects including tenant fit-outs / build-outs, capital projects and/or renovations.
• Negotiates with and manages various contractors / subcontractors, vendors, suppliers for project work.
• Compiles all internal back up documentation including required number of competitive bids, signed contract agreements, insurance certificates, invoices and waiver of lien documents.
• Directs the preparation of permit documents based on lease agreement scope of work.
• Reviews construction plans, submittals, and shop drawings for compliance and reasonableness for construction.
• Negotiates change orders with owners and subcontractors and prepares necessary documentation.
• Obtains all building permits prior to and during construction.
• Contacts municipalities and coordinates inspections and notifies subcontracts of work not meeting code.
• Obtains Certificate of Completion or Certificate of Occupancy at the end of the project.
• Prepares construction cost estimates for construction project revisions and/or work orders.
• Tracks construction projects through site visits, as necessary.
• Interacts with field personnel, subcontractors to ensure projects are delivered in a timely manner.
• Monitors and tracks project costs and schedules.
• Notifies management of possible cost overruns and/or delays.
• Researches alternatives to resolve such issues.
• Establishes and maintains tenant relationships.
• Answers tenant phone calls, letters, and requests for information and repairs.
• Visits tenants when on-site.
• Refers tenants to vendors when appropriate.
• Assists in negotiating maintenance contracts with vendors.
• Receives and reviews bids to ensure appropriate level of service.
• Completes lease paperwork, maintains property records, prepares routine reports, processes accounting data, and processes work orders.
• Assists in the preparation of property budgets for income, maintenance, and repair.
• Enters new acquisitions and annual property budgets into database.
• Assists in compilation of annual budget book.
• Assists in preparation of leases, abstracts, amendments, and related correspondence during negotiation of leases.
• Assists in final walk-throughs of expiring tenants, preparing required forms, and other related activities.
• Responsible for accounting functions such as accounts payable and accounts receivable.
• Reviews, codes, and processes invoices for payment.
• Ensures vendors are paid, collects past due rent payments.
• Answers accounting questions from tenants and corporate.
• Prepares annual reconciliation of common area maintenance charges and real estate taxes for each tenant accounts.
• Attempts to secure payment and mails letters to customers to encourage payment of delinquent accounts.
• Confers with customers in attempt to determine reason for overdue payment.
• Remains cognizant of significant trends and developments in field by monitoring competitor activities and products.
• Assists with the annual budgeting process.
• Assists with the preparation and revision of budget reports as required.
• Assists with the preparation of special summary reports and Executive Summary as management requests.
• May assist with the collection of rent, CAM, taxes and other tenant billings.
• Contacts tenant for resolution while documenting efforts and seeks legal counsel when necessary.
• Responsible for compliance with all related policies and procedures as outlined in the Operations Manual.

Requirements

• Knowledge of facilities and properties management at a level normally acquired through completion of a Bachelor's degree in business or property management.
• Knowledge of general construction management, techniques, and coordination.
• Approximately seven years or more related experience in order to gain knowledge of property management, leases, vendors, tenant relations, project/construction management and local community/government relations.
• Good interpersonal and telephone communication skills.
• Good written communication skills including ability to prepare accurate and appropriate documentation and to review, proofread, and check documentation for accuracy.
• Computer skills necessary to enter and manipulate words and data and use standard software to communicate with others, prepare documentation, and/or analyze data.