Vice President of Facilites and Property Management

November 03, 2017

Confidential

.Bronx, New York 10461


Vice President of Facilities and Property Management

Major commercial real estate developer/owner is looking for a property management professional with in-depth experience in Class A office buildings to manage a portfolio of properties in NYC and surrounding counties.  The person holding this position will be the senior executive in charge of the facilities and management of the portfolio which includes office, medical, retail, hotel and mixed use.

Primary Responsibilities:

  • Assure that all properties are maintained and operated at a level that A) causes Tenants to be highly satisfied and inclined to want to continue as Tenants beyond Lease expiration; B) causes potential Tenants to be positively impressed; and C) adds to the good reputation of the property and its Owners.
  • Maintain full knowledge about and be responsible for all facilities and their infrastructures and prepare required reports.
  • Analyze property costs and Identify opportunities for expense reductions – e.g., ensure that utilities are purchased at the best rate and that energy conservation efforts are being implemented.
  • Manage the preparation of the annual budget for assigned properties.
  • Monitor year-to-date actual vs. budget on a quarterly basis to assure that the properties are running within budget.  Document any significant variances in writing and be prepared to discuss them at the quarterly budget review.
  • Manage staff members as well as third-party contractors, ensuring that –
    1. Violations are monitored and corrected.
    2. TCOs are renewed and that work is progressing toward the receipt of the permanent Certificate of Occupancy.
    3. Certificates of Occupancy are appropriate.
    4. Complaints are expeditiously resolved and documented.
    5. Properties are compliant with all building and fire codes.
    6. Company vehicles and equipment are appropriately maintained, insured and registered.
    7. Expenses incurred by staff (e.g., overtime, cell phones, gas, EZ-Pass) are controlled and are documented as required.
    8. Preventative maintenance and daily required maintenance is carried out in accordance with company timing and quality standards.
    9. Equipment use permits and inspections are kept current for HVAC, emergency generators, elevators, etc.
  • Conduct weekly Property Management Meetings.
  • Conduct weekly Tenant Build-out/Construction Meetings.
  • Oversee the effectiveness of all vendors.
  • Monitor receivables. 
  • Work with the VP Leasing and the Director of Leasing in the lease-up process.
    1. Assure that demolition and preparation for leasing of vacated space is completed in an expeditious manner
    2. Assure that Tenant and Capital Improvements re completed on schedule
    3. Ensure that Notices of Substantial Completion and Rent Commencement Letters are issued properly.
    4. Ensure that “move out” and “move in” processes are completed in a timely manner and that properties are in optimum condition for leasing.
  • Rapidly respond to emergency situations and coordinate solutions with the Property Management Department, Construction Department and emergency responders.
  • Ensure that EAP, Fire Safety and Disaster Plans are up-to-date.
  • Ensure that insurance certificates are properly maintained for –
    1. Contractor’s Liability
    2. Contractor’s Workman’s Compensation
    3. Tenant Liability