Senior Associate (Property Management)

Primary Function

• Assist the Property Manager with all on-site operations and achieving property financial and operational objectives. Oversees property maintenance, accounts payable/receivable and assists with capital projects. Capable of replacing the Property Manager in their absence.

Primary Responsibilities

• Operations Management Duties:
  • Oversee all vendors and personnel working at the property and conduct regular meetings with building staff and contractors to maintain a high standard of performance in accordance with the terms of contracts.
  • Maintain procedures that ensure that all contracted services are properly administered (i.e., cleaning, elevator, rubbish, security, etc.)
  • Maintain procedures to properly administer all building purchase orders, correspondence and payroll administration.
  • Perform daily walkthroughs of the property to ensure building standards are being adhered to in MER’s, tenant floors, common areas and building exterior.  Reports prepared and deficiencies noted in Aware Manager with follow-up to confirm corrected.
  • Read and abstract all new leases and amendments and ensure that property and lease files are properly maintained and kept up to date in accordance with company policy.
  • Assist in preparation of bid packages, pre-bid walkthroughs and contract negotiations.
  • Work closely with the Property Manager to increase income to the property.
  • Knowledgeable about all life safety systems and procedures.
  • Administer special projects that may be assigned by the Property Manager (i.e., Holiday Decorations, Tenant Relations Events, etc.)
  • Be familiar with the various mechanical systems (HVAC, electrical, plumbing, elevator, etc.) and the operating procedures for the building.
  • Adhere to Property Management Standards pertinent to building management.
  • When requested, handle Operating Meeting presentation.
  • Oversee various Capital Projects, including tenant build-outs, as required.
  • Coordinate and monitor recycling program.
  • Track building violations and open applications, ensuring that the proper steps are being taken to resolve issues.
  • Be familiar with the Scorecard and input specific monthly information.
  • Perform other essential functions which may be assigned by management. 
  • Assist the leasing team in maximizing efforts to market the property to prospective tenants, including preparing vacant spaces and enhancing common areas and amenities.
• Tenant-specific Duties:
  • Provide excellent tenant service. Respond to tenant request/problems in a timely and courteous manner and generate work orders directed to vendors or maintenance staff. Follow-up with tenants to ensure satisfactory resolution of any issues. 
  • Proactively manage the property to minimize tenant complaints.
  • Have working knowledge of tenant leases; particularly with clauses affecting the operation of the building.
  • Interface with tenants in relation to performance of work in tenanted areas.
  • Assist in the coordination of tenant move-ins and move-outs.
• Financial Duties:
  • Review, approve and properly code all invoices for the property.
  • Have working knowledge of all building accounting systems.
  • Assist Property Manager in developing quarterly forecast and budget for the building.
  • Oversee the preparation of the monthly reports and provide SVP, Property Management with a summary of operations, including leasing activity, variances to the budget, tenant issues and capital projects.
  • Provide A/R update on a monthly basis. Monitor and report on accounts receivables. Oversee collection efforts in accordance with company and management agreement policies.
  • Input all Capital Project Construction information into tracking forms.
  • Be familiar with the bank website and posting incoming cash.

Education & Experience

• Bachelor’s degree required (Master’s degree preferred)
• 4-5 years of Property Management experience required
• Experience with commercial real estate preferred

Essential Skills & Qualifications

• In depth knowledge of building contracts
• Knowledgeable of cleaning and security operations as it relates to other building services
• Ability to both supervise and motivate building staff
• Working knowledge of Microsoft Office (i.e., Excel, Outlook, Power Point, Word)
• Ability to handle multiple tasks
• Coordinate, manage and communicate efficiently and effectively
• Effective verbal and written communication skills
• Strong organizational skills and ability to remain composed and flexible
• Self-motivated, creative and resourceful

Certificates, Licenses & Registrations

• CPM, RPA, or LEED designation or in progress

Internal & External Contacts

• Regularly interfaces with building staff, service providers, external vendors, contractors and tenants