Property Management Operations Manager

Overarching Objectives: Ensure that office operations are performed efficiently and coordinated effectively resulting in all team members feeling and displaying a task-focused spirit of high morale.

Primary Responsibilities:

• Supervise the overall performance and effectiveness of Property Management office operations.
• Ensure that company procedures and policies are followed, and that related paperwork is processed accurately and in a timely fashion.
• Ensure that Building Engines data is accurately maintained, and analyze Building Engines’ information to assure that tenant requests are fulfilled and building maintenance tasks are performed according to established schedules.
• Make suggestions to the VP Property Management/Construction regarding property improvements which will speed the lease-up of vacant space.
• Assure that “move out” and “move in” processes (including space prep) are completed in a timely manner and that properties are in optimum condition for leasing.
• Oversee the collection of accounts receivables as it relates to tenants in Legal.
• Participate in the monthly Cash Flow Meeting.
• Assist in the development of the Annual Operating Expense Budget and Capital Budget and ensure prompt completion.
• Monitor the Operating Budget and Capital Budget monthly with the aim of controlling costs.
• Review annual CAM reconciliations for Simone Core properties.
• Regularly review operations/systems, etc., to identify opportunities for process improvements and expense reductions.
• Manage Property Management tasks related to the implementation and optimization of new and existing systems – e.g., Yardi, Building Engines, Payscan, etc.
• Work with ownership and senior management on special projects.
• Conduct Tenant Insurance Meetings for the Hutch, Premier and Simone.
• Conduct Vendor Insurance Meetings for the Hutch, Premier and Simone.
• Work with the Property Managers and others to track and close violations, close building permits, obtain COs, etc.
• Be familiar with changes in local laws that affect the properties and guide the implementation of needed changes.
• Monitor the following processes:
  • Property Inspections
  • Utilities
  • Annual Inspections
  • Incident Reporting
  • Service Contracts
  • Document Checklist for Refinancing
• Create and update company-wide procedures and forms as needed.
• Collaborate with the key senior executives on company-wide operational issues.
• In conjunction with the Human Resources Department, identify staff training needs and ensure that the required training is sourced and successfully completed.
• When needed, work with senior management and ownership on organizational improvements in the  Property Management/Construction Department and create/edit job descriptions and titles for Property Management and Construction staff.
• Complete annual reviews for Property Management office staff and give input for the reviews of the Property Managers’ administrative work.
• Participate in the annual update of the Disaster Plan.