Job Description

SUMMARY

RESPONSIBILITIES

• Provide excellent tenant service through regular personal contact and by taking the initiative to anticipate tenant needs and provide service that meets or exceeds expectations.
• Ensure the Operations Team is responding in a timely and efficient manner to all tenant concerns, coordinating special services and requests.
• Initiate contact with new tenants to coordinate move-in process, provide introduction and orientation, and explain the building rules and regulations.
• Distribute security and emergency response plans to tenants; ensure training and annual fire drills are conducted according to code.
• Ensure all special and/or operational events at the building are completed per established schedule. These could include marketing events, tenant advisory board meetings, holiday decorations and/or tenant surveys.

• Coordinate activities required to effectively and efficiently manage the annual Operations and Capital Plan to include but not be limited to:
  • Contracting with third party vendors to maintain building equipment and systems, ensuring service expectations through regular inspections, contract obligations are met, and costs are within budget and/or opportunities for expense savings are achieved.
  • Administer contracts in accordance with The Company’s and/or Owner’s specifications, including insurance requirements, terms of service, delegation of authority/signature authority, and bidding requirements.
  • Complete contract bid projects meeting all deadlines and ensuring a high-quality analysis of bidders responses and providing concise recommendations on contract award.
  • Ensure capital projects and significant R&M projects are completed on time and within budget by effectively overseeing all construction projects and ensuring compliance with the construction SOP; regularly provide construction updates to Owner and other stakeholders.
  • Complete regular property inspections to ensure buildings and vacant spaces are presented in a Class A manner and are being maintained per the Company and/or Owner standards.
  • Coordinate with the leasing team to implement new/renewal lease agreements, conduct prospective tenant tours, and ensure tenant move-ins and move-outs are appropriately managed.
    • Review draft lease documents to ensure understanding of tenant requirements and property information in the document is correctly listed
    • Thoroughly understand lease terms by abstracting lease documents; track critical dates, encumbrances or other significant lease terms and promptly notify the necessary departments as they become applicable.
• Manage Tenant Improvements to include but not be limited to:
  • Assisting design firm and tenant in the completion of their improvement plan and review plans to ensure existing building systems are not compromised and City and State codes are being followed
  • Manage Tenant Improvements to be completed either directly and/or by the use of a Project Manager
  • Ensure the appropriate documents/contracts are in place based on the Company and/or Owners pre-determined policy and maintain job costing/tracking sheet.
• Minimize liability by strictly adhering to established risk management plan to include but not be limited to:
  • Maintaining the property in a safe secure manner during normal and emergency situations; verifying that all emergency equipment and/or systems are in good working order
  • Respond to and manage incidents that occur at the property
  • Clearly understanding The Company’s and/or Owners’ emergency procedures, ensuring Operations team and tenants are trained on method of response
  • Strictly maintain established Certificate of Insurance program for both tenants and vendors
  • Ensure all emergency response manuals are reviewed and updated annually and that sections of Building Engines are updated

• Understand Owner’s goals and objectives regarding property financial performance to include but not be limited to:
  • Completion of annual property budget and reforecasts to include income, operational and capital improvements projects on The Company’s and/or Owner’s predetermined schedule
  • Completion of monthly reports to provide an executive summary of monthly/yearly activities and a detailed variance analysis of all income and expense categories within established deadlines
• Ensure Completion of Annual operating expense and real estate tax estimate calculations and annual reconciliations in accordance with lease timelines; review details of CAM workbooks including expense gross-ups and expense pools
• Review monthly rent up, ensuring rents agree to lease rent steps; identify tenants with upcoming hold-over rents and CPI increases and communicate to Accounting.
• Develop and implement 5-year Capital Plan to include schedule of projects to be completed and amortization projects (if required) to meet the financial obligations of the annual budget
• Partner with the Accounting department to ensure the timely collection (collected and posted by the 10th of the month) of tenant rents, operating expenses and additional charges to the tenant that may be required
• Make recommendations to improve net operating income by increasing revenues and/or decreasing operating expenses
• Manage the Operations team to ensure that The Company’s and/or Owner’s delegation of authority is strictly adhered to

SKILLS + ABILITIES

• Supervisory experience required
• Effective business writing skills required
• Excellent organizational and communication skills are required
• Team leadership/mentorship with a motivating approach
• Proven history in the completion of an annual operating budget and five-year Capital Plan
• Comfortable in a deadline-driven, fast-paced environment and undaunted by serving multiple stakeholders
• Resourceful self-starter, adept at quickly surmising issues and developing solid recommendations/plans of action
• The ability to communicate with Owners assist in the training of Operations staff to ensure that all aspects of the performance of the property is maximizing the potential and achieving the Owners’ goals and objectives

MINIMUM QUALIFICATIONS

• 4+ years’ experience full-time experience managing a portfolio of commercial office properties and coaching property management professionals, including experience with budgeting, reconciliations, and other significant operational issues such as operational emergencies and building renovation
• Proficient in Yardi (or equivalent platform, such as MRI), MS Word, Excel, Outlook, Teams, and Zoom, among others
• Demonstrates professionalism in every aspect of work performance, including positive, enthusiastic attitude
• Adept at becoming quickly proficient in a variety RE Tech platforms and software systems
• Experience with large anchor tenants