Company Overview

Our client is a privately held firm engaged in the development, investment, leasing, management and ownership of first-class commercial properties. 

The firm is seeking a Property Manager to lead daily operations of a 1.8 million-square-foot downtown Class A office tower as well as a structured parking garage. The role of the Property Manager is to encourage the team to achieve property, individual and team goals and take responsibility for the delivery of superior management services. 

Working as part of a small, close-knit team, it’s critical that the PM be a motivated self-starter who can drive progress independently while also being a collaborative team member. Strong written and verbal communication skills are a must. 

The successful Property Manager develops and sustains a reputation for openness and timely communication and is seen by others as a positive force for advancing the interests of the property owner. 

ESSENTIAL JOB FUNCTIONS

Tenant Relations

• Operate the property in a first-class manner, providing white-glove service to tenants. See to it that service to tenants is prompt and responsive and that complaints are effectively resolved.
• Coordinate with and provide support to new tenants.
• Strong understanding of lease language and terms. Ensure tenant adherence to lease obligations. See to the timeliness of communications such as tenant advisories.
• Keep track of feedback from tenants. Attain good ratings in tenant satisfaction surveys and follow up imperfections with responsive action plans.
• Make certain comprehensive plans are in place to instruct tenants and the property management team on how to prepare for and respond to emergencies of all types. Periodically check to see that emergency action plans are current.
• Work with creative and marketing team members on tenant services and tenant retention.
• Assist with the planning and management of special events, including those planned or conducted by third parties. 

Team Management

• Motivate team members and contractors by reinforcing the vision and business goals for the property.
• Work closely with trusted vendor partners, such as cleaning, security, garage management, etc. to ensure class A operation of the property. Manage resources: contain expenses, allocate workload, schedule and prioritize work.
• Collaborate with other departments as needed to manage property and team needs. 

Financials

• Assist in the preparation of annual operating budgets with meticulous attention. Take measures to prevent avoidable variances.
• Bid and negotiate individual maintenance agreements (i.e. metal maintenance, landscaping, etc.)
• Review and approve invoices paying close attention to accuracy and account coding.
• Review work orders and ensure billable work orders are processed in a timely manner.
• Maintain operating expenses within budgeted annual allowances.
• Ensure the monthly financial package is completed on time. Draft variance explanations and operational updates.
• Review financial reports, forecast expenses, and alert senior management to any significant budget variances or trends. 

Capital Assessments/ Facilities

• Work closely with construction management during new tenant fit-up and building capital improvement projects.
• Inspect assigned properties in accordance with company procedures and maintain outstanding property appearance.
• Identify physical improvements and deficiencies and correct them in accordance with budget guidelines and established property standards.
• Review and track work orders regularly to ensure appropriate response and timely completion.
• Interface with tenants, vendors, leasing and construction departments, third party contractors and senior management to ensure effective property operation.
• Work closely with engineering teams to ensure the building and its core operating systems are preserved and protected by effective preventive maintenance plans and programs.
• Oversee work and implement controls to ensure effective contractor performance, safety, and compliance with contract terms and property rules.
• Assist with ESG initiatives and maintain asset management ESG tracking tools such as Energy Star Portfolio Manager, Measurabl and Deepki.
• Assist in the execution and management of operational projects as well as capital projects including soliciting and analyzing proposals, tracking expenses and managing tenant impact. Minimize the risk of exposure to liability by enforcing compliance with guidelines, regulations, and policies. Identify and deal with safety hazards. 

QUALIFICATIONS

• Bachelor’s degree in business, finance, or other relevant field of study.
• Minimum five years of experience in Property Management; commercial office experience required, Class A office or mixed-use properties a plus.
• Strong understanding of financial objectives including preparing annual operating and capital budgets, collecting rents, paying bills, forecasting, analyzing variances and initiating corrective action.
• Demonstrated ability as a leader and manager.
• In-depth knowledge of property operations, risk management, fiduciary duty, life safety, financial management, lease administration, community and government relations, and service contracts.
• Ability to respond in person to emergencies after-hours when necessary.
• Experience in Microsoft office and Excel strongly preferred; exposure to MRI/Angus and/ or Kardin a plus.