Our client is a fully integrated real estate company primarily focused on acquiring and managing properties in New England. The portfolio includes grocery-anchored shopping centers, neighborhood shopping plazas, mixed use urban developments, industrial properties and entitled land. Founded in 2001, the firm has developed a reputation for being entrepreneurial and innovative in terms of re-developing and creating value in commercial real estate.
The firm is looking to add an Assistant Property & Operations Manager to its team to oversee capital projects, vendor relations and portfolio strategy.
The Assistant Property & Operations Manager (APM) supports and assists the Operation Manger and the Asset Manager in the management of commercial real estate owned and managed by Rubicon Real Estate LLC (the company). The APM is involved in various aspects of day-to-day operations of the properties, including coordination and supervision of regular maintenance and repairs, landscaping, snow removal, etc. as well as property improvement projects.
The APM acts as the “eyes & ears” of the company in the field and is expected to be observant and thorough when completing regular site visits/inspections or supervising vendor work at all properties. The APM shall be responsible for planning, pricing, coordinating and overseeing property improvement projects such as capital replacements, roofing & paving projects, emergency repairs, insurance claim management, tenant build-outs, etc.
Scope of Responsibility and Authority
The APM is expected to work independently and execute company initiatives in performing the role. To this end, the APM is charged with supporting the Operation Manager’s efforts in the day-to-day implementation of policies, procedures and programs that will assure well-managed, well maintained properties, placing maximum emphasis on positive responses to tenant needs and concerns, environmental health and safety, and quality programs in coordination and conjunction with Rubicon’s goals and objectives.
In coordination with the Operations Manager and at the direction of the Asset Manager, the Manager must provide “in charge” responsibilities for the properties. These responsibilities include responding to tenant requests, property emergencies and being on-call 24 hours to manage and delegate to maintenance vendors and contractors.
- Oversee portfolio maintenance technician.
- Establish protocols and ensure timely execution of preventative and routine maintenance.
- Update, negotiate, track and oversee the completion of recurring maintenance and annual contract work (snow removal, landscaping, parking lot cleaning, sprinkler testing, fire alarm testing, power washing, pest control, etc.). Source new maintenance and repair vendors as needed.
- Track and document maintenance and repairs as necessary to ensure work in being completed at or above company standards and at appropriate/market rates.
- Contact and coordinate vendors when maintenance or repairs are required.
- Conduct periodic site visits/inspections of the properties to ensure proper upkeep. Items requiring attention should be identified, documented and a plan for addressing such items presented to the Operations Manager.
- Prepare detailed scopes of work to obtain estimates/bids for major repair work and capital improvement projects at all properties.
- Coordinate, execute and supervise property improvement projects, including managing all professions (architects, engineers, etc.), contractors, sub-contractors and vendors.
- Assist with administering new tenant occupancy, including coordinating, supervising and documenting tenant move-outs and work required to be completed by owner prior to new tenant's occupancy.
- Ensure 24-hour emergency coverage for all properties at all times.
- Properly maintain and keep current Property Operations Manuals and Preventative Maintenance Plans. Manuals should be updated as needed to ensure all information is relevant and accurate.
- In conjunction with the Operation Manager, prepare memos, emails and other administrative forms related to tenant and vendor communications.
- Follow-up with vendors in a timely and professional manner via phone and/or email (written) communication.
- Read and record property water meters at designated frequencies and keep water usage tracking spreadsheets current.
- Assist with the investigation of cost reduction opportunities.
- Degree from a college, university or trade school with 3+ years of industry experience.
- Strong working knowledge of construction plans and specifications especially those related to roofing and parking lot systems as well as basic building construction methods.
- Effectively prioritize and multi-task.
- Excellent people skills.
- Strong working knowledge of all Microsoft Office programs (Word, Outlook, Excel) and Adobe.
- Strong working knowledge of general office equipment (copiers, fax machines, scanners).
- Ability to effectively communicate both orally and in writing with peers, tenants, vendors and other professionals.
- Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
- Proactive, initiate follow-through.
Skills, Knowledge and Personal Characteristics
- Ability to identify and solve problems related to the physical assets
- Ability to evaluate each property with a detailed eye and keen understanding of all maintenance aspects
- Exceptional communication and organizational skills
- Detail oriented and accurate, especially with building construction and site development knowledge
- Ability to work under pressure
- Self-motivated and self-directed, while able to work collaborative with staff to solve problems; able to take direction and function as part of a team
- Ability to assert oneself
- Exemplary time management skills