Retail Commercial Property Manager

Position Summary:

Selig Enterprises, Inc. is a premier family-owned and operated real estate company that has a portfolio of more than 15 million square feet of retail, industrial, mixed-use and office properties throughout the Southeast. The Commercial Property Manager is responsible for planning, organizing, and controlling administration, operations, and fiscal management of commercial real estate property.  The incumbent in this position will be involved in all aspects of day-to-day operations of the property, including accounting, tenant relations, maintenance and repair, security, janitorial services, landscaping, ice/snow removal, etc. The Commercial Property Manager manages tenant complaints and service requests according to the terms of tenant leases. The Commercial Property Manager assists in the preparation of budgets, variance reporting, and financial performance of the commercial property. The Commercial Property Manager provides proper instruction to their administrative support to ensure management approved procedures are followed.  Precise duties and measurement practices may vary by property.

Essential Duties and Responsibilities:

Tenant Relations and Property Management

Tenant Communications

• Provide excellent tenant service by responding to tenant requests/problems with a sense of urgency.
• Generate service requests to vendors or maintenance staff on behalf of tenants. 
• Understand and effectively manage/enforce requirements of key agreements governing the project (both tenant and landlord).
• Effectively execute New Tenant Procedures to include the timely delivery of: tenant welcome package, keys, delivery of premises, grand opening notice, transfer of utilities, card keys/code, janitorial, move in procedures, warranty work, liaison for blueprints, sprinkler reports, etc. needed for business license.

• Effectively execute move-out procedures to include the dissemination of the notice of move out process, scheduling walk thru inspections, signage removal, utilities transfer to Selig, if applicable, photo spreadsheets, rekeys, notice to vacate, damage fees, HVAC inspection.
• Submit miscellaneous communications for security, parking issues, odors/noises, annexation, liaison regarding lease renewals, late fees-collections.
• Efficiently and effectively manage commercial and retail lease agreements to ensure tenant obligations to ownership are enforced and ownerships obligations to tenants are met as well as checking for general compliance, escalations, monthly charges, renewals, expirations, fees, notification updates, and new amendment content.
• Collaborate with the Property Administrator to ensure tenant contact information is kept up to date.

Property Maintenance

• Conduct periodic inspections of the property to ensure adherence to the quality standards established by the owner.
• Oversee vendor management for landscaping, janitorial, parking lot repairs, utility line repairs, painting, roof maintenance and repairs, HVAC maintenance, pylon sign repairs, and repairs to the common areas.
• Procure bids for repairs over $5,000.00 and coordinate process for approval.
• Work with the Construction Department on major roofing, paving, and miscellaneous capital improvement projects as needed.

Vacant Property Readiness

• Oversee routine maintenance preparation for property showings to include cleaning, rekey, signs, dock doors, clean/seal hose floors, put lights & plumbing in GWO, replace ceiling tile, and verify HVAC inspection.
• Provide Leasing with information on existing status of HVAC conditions, electrical, water heater, and management of the NOA report in preparation for review.

Property Accounting & Reconciliation

• Oversee monthly collection of tenant rents and other billings which includes: sending out past due notices, phone calls, emails, and meetings with tenants to discuss payment of their account. 
• Negotiate payment arrangements.
• Work with designated attorneys to request demand letters, evictions, and other legal assistance as needed.
• Prepare inactive collection account information for In-house Counsel when a tenant has vacated the premises.
• Work with Lease administration to reconcile accounts and discuss payment application as needed.
• Attend agent meetings to discuss past due accounts.
• Approve invoices for payment via AVID within 72 hours of reaching queue and/or other required times as indicated by management. 
• Verify invoice coding for accuracy of amount, entity code, account code, and other information as needed to ensure expense is properly distributed.
• Prepare annual projections for CAM and OE budgeting.
• Work with the Accounting department to produce and provide tenants with monthly, quarterly, semi-annual, annual reporting packets.
• Discuss any capital improvements and major roof paving with Construction for budgeting allocation purposes.
• Review budgets with Director for final approval.
• Input final projections into MRI workbook. 

Miscellaneous

• Manager sanitation lien process.

• Send tenant notification letter to arrange for payment of outstanding fees and charge account if existing tenant has vacated property suite and account is collectable.
• Payroll
• Review weekly maintenance payroll for coding purposes. Prepare time sheets for offsite maintenance technicians.
• Lender Inspections.
• Notify tenant of lender inspections.
• Schedule lender inspections.
• Provide rent rolls, complete questionnaires, and anything additional as needed.
• Insurance.
• Assists to ensure proper insurance is in place for the property, tenants, contractors and vendors.
• Notify Risk Management of any property injuries and/or incidents.
• Act as the Liaison between tenant and insurance carrier(s).
• Act as the point of contact for insurance inspections performed by Selig Insurance providers.
• Assist Leasing administration by checking with tenants on renewals, CAM/OE operations, other tenant communications as needed.

Additional Duties and Responsibilities:

This job description is intended to convey information essential to understanding the scope of the Commercial Property Manager's position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. The Commercial Property Manager will be required to participate in an on-call schedule as needed. Additional duties may be assigned.

Required Qualifications:

• Undergraduate degree in Real Estate, Business Administration, Finance, Accounting, or related field is required.
• CPM or RPA designation is preferred.
• A minimum of 3 - 5 years managing multi-tenant office building, tenant build out/construction administration, and management experience is required.
• Advanced user in Microsoft Office suite (including Excel, Word, and Outlook) is required.
• Proficiency in commercial real estate accounting and information software is required; knowledge of MRI, Workspeed, Spreadsheet Server, Click-Pay is preferred.
• Proven ability to comply with operational policies and procedures, codes, and regulations.
• Must be responsive with an acute sense of urgency to meet the needs of others and able to respond to the property for problematic and/or emergency conditions.
• Must be detail-oriented and well organized and can manage time and multiple projects efficiently to achieve the required results.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Must possess strong interpersonal, verbal, and written skills and an ability to work and communicate effectively with all levels of operations.
• Must demonstrate working knowledge of commercial leasing agreements, analyze monthly, semi-annual, and annual financial reporting, cost-benefit analysis, budget forecasting, prepare monthly packages, year-end reconciliation, and annual operating budgets.
• Must be a self-motivating team player that promotes leaderships and collaboration.
• Valid driver's license is required.

Desired Competencies: 

• Knowledge of commercial real estate property management principles, practices, and procedures.

• Knowledge and understanding of current laws and regulations and current compliance requirements.
• Ability to assess a situation, conduct research, analyze data, and arrive at valid conclusions.
• Ability to guide and support the ongoing performance management process for administrative team members.
• Knowledge and understanding of tenant engagement methodology.
• Possess a broad understanding of an Excellent Tenant Service delivery model.
• Ability to convey clear, concise information in verbal, written, electronic, and other communication formats; to demonstrate active listening while engaging others; and to articulate ideas and present information.
• Ability to develop and maintain positive business relationships and foster an environment of mutual respect, understanding, and support; and to build and maintain trusted relationships through all levels of the organization.
• Ability to anticipate and respond to the needs of stakeholders (e.g., internal leadership and partners, tenants, etc.) in a timely manner.
• Understands business operations and the functions within the organization; possesses knowledge of company operations, policies, and procedures; and understands the industry and business/competitive environment.
• Ability to adapt and adjust planned work through analyzing work demands, competing priorities, and tight deadlines.