The Property Manager is responsible for providing support to the General Manager in all areas of management including operations & maintenance, tenant relations, collections and accounts payables, monthly reporting, annual budgeting, risk management, property improvements, preparation of contracts, managing certificates of insurance and collection of tenant sales. The successful candidate must have experience in retail property management as well as with YARDI applications for lease administration, budgeting and CAM reconciliations, and must possess strong organizational skills. This is an on-site position that may require night and weekend availability.

Operations

• Serve as one of the primary points of contact for tenant issues and/or maintenance calls including follow up.
• Perform building inspections to discuss possible improvements to create optimal conditions at the property through approved procedures and processes and manages barriers that may affect the property’s ability to achieve its goals.
• Maintain/Update Emergency Response Manuals; or create for new properties.
• Maintenance of property information spreadsheets; including tenant contact, vendor contract tracking, vendor certificates of insurance, and building contacts.
• Ensure update of utility tracking reports.
• Assist General Manager with coordinating tenant improvement and capital projects to ensure they are completed within budget and on schedule; including job cost tracking, management of contractors and hosting of regular meetings.
• Assist with acquisition and disposition processes.
• Collaborate with multiple departments, such as Engineering, Construction Management, Human Resources, Accounting, and Leasing in identifying and implementing portfolio wide initiatives and process improvements.

Lease/Contract Administration

• Prepare and process vendor agreements. Ensure set up of new vendor files and maintain as required by client.
• Ensure update of Tenant Insurance tracking in Excel and/or via any designated software.
• Maintain vendor certificates of insurance and follow up on those that are not correct, lacking coverage and expiring.
• Prepare incident reports and communicate with the insurance company when needed.

Accounting

• In partnership with General Manager and building management team, drive completion of monthly/quarterly reports and annual budgets and ensure all deadlines are met as required by client.
• Follow up with property accountants on billing adjustments as needed.
• Complete monthly accruals.
• Monthly A/R collections and follow-up as directed by Property Manager.
• Prepare CAM estimates and reconciliations.
• Review Reconciliations with General Manager for approval and ensure proper mailing of year-end reconciliations. Work with tenants on questions regarding the reconciliations once mailed and follow up on payments.
• Process account payables in a timely manner.
• Run reports such as Rent Rolls, A/R reports, Renewal Option reports, etc. and post as requested. Upload or download items from Files Anywhere and the Client SharePoint Sites.
• Collection and entry of sales in the accounting system or Excel spreadsheets and running the sales reports.
• Keep track of real estate tax due dates; ensure checks are processed and mailed by due dates. Follow up to ensure payments were received and processed by the tax authorities.

Administrative Support

• Ensure set up of new tenant files and organize per client’s instructions including filing/transmittals.
• Coordinate mailing of tenant statements. Assist tenants with any questions/issues regarding their statement.
• Prepare letters for new tenants such as Possession letters, Commencement Date Certification, Rent Commencement letters, etc.
• Request new vendor set up and updates.

Qualifications

• Bachelor’s degree in business management, finance, accounting, or a resources/ personnel management related discipline preferred.
• Minimum three years property management experience.
• Property management experience in retail and commercial building operations, tenant relations, construction and tenant finish activity, engineering and preventative maintenance, security, emergency procedures, budgeting accounting and financial reporting, as well as managing revenue and expenses at property level.
• Real estate license preferred.
• Advanced knowledge of MS Office applications (Word, Excel and PowerPoint) and Yardi preferred.
• Experience working with an institutionalized Landlord.