Property Manager

The Property Manager is responsible for the day to day operations of an assigned portfolio of properties, including tenant relations, asset integrity, financial performance, capital projects, and administration of lease documents.

Responsibilities:

Operations

• Develop and maintain an effective ongoing tenant relations plan, implement initiatives, and maintain an operating environment to achieve a satisfactory level of tenant service as measured by formal and informal feedback and surveys.
• Oversee tenant move-in and move-out process and ensure forms and services required by a lease are initiated.
• Coordinate operational communication and implementation of client’s goals and objectives; communicating with engineers, vendors and tenants.
• Manage vendor relationships effectively to ensure service expectations and contract obligations are met and costs are within budget and/or opportunities for expense savings are achieved.
• Review and manage service contracts for building services (janitorial, window washing, parking, landscaping, HVAC, elevator etc.). Assist General Manager when required in the negotiations of such contracts.
• Coordinate the fire/life safety program, assuring fire drills, training for staff, tenants & floor wardens is completed.
• Coordinate the completion of budgeted / non-budgeted projects.
• Assist in bidding, contracting, implementing, and completing capital improvements.
• Ensure thorough formal property inspections are completed per Property Inspection Program. Ensure items noted during inspection are addressed or budgeted for future years if funds are not available in current year.
• Ensure vacant spaces are in show ready condition to assist in the marketing efforts.
• Ensure appropriate certificates of insurance are on file and that client and company requirements are strictly adhered to.
• Ensure the security of employees and tenants by clearly understanding the Company and / or owners established emergency response procedures. Participating in training as required and “on call” responsibilities.
• Track new leases and existing leases and promptly notify the necessary departments of any changes before they occur, ensuring changes are appropriately documented.
• Maintain current rent rolls and stacking plans for assigned portfolio.

Financial

• Prepare financial reports, including executive summary, variance comments, and reforecasting.
• Prepare annual operating budgets, including income, expenses, escalations and capital.
• Review and approve annual reconciliation of operating and real estate tax expenses, annual estimated operating and real estate tax expenses, annual calculation of CPI increases, expense gross-ups, and tenant expense pools.
• Develop and present complete, clear and concise analysis and recommendations for unbudgeted projects to property team. Implement all budgeted and unbudgeted projects on time and within approved budgets.
• Assist in the preparation of the 5 year capital plan.
• Make recommendations to improve net operating income by increasing revenues and / or decreasing operating expenses.
• Review and approve monthly rental updates (recurring charges).
• Provide accrual/reclass information to accounting team each month as part of financial reporting process.
• Effectively manage A/R process and follow up with delinquent tenants promptly.
• Assure invoices are coded properly prior to being input by accounting in the A/P process.
• Assure tenants are invoiced for all work above and beyond the requirements of the lease document