Senior Property Manager

At Piedmont, our mission is to build and transform workspaces that enhance connection and collaboration for tenants, while remaining committed to our stakeholders, employees, and local communities. Going beyond Piedmont’s commitment to a best-in-class built environment, we have dedicated ourselves to fostering a diverse and inclusive culture by empowering employees to share their experiences and ideas to create a culture where there is shared pride, passion, and commitment to excellence, innovation, and respect. Culture is more than just a buzzword to us, our employees are what make Piedmont such a dynamic and rewarding place to work and remain our most valuable resource to work together, be successful, grow the company, and make an impactful difference in the office experience. 

The Senior Property Manager is responsible for directing the activities of property management on a day to day basis for a large asset (e.g. large multi-tenant building) or a large group of smaller assets.  Works with, and likely has some direct responsibilities for accounting and leasing activity.  Oversees lower level property management staff in some cases.  Has direct contact with tenants and impacts company/tenant relations.  Also active in the budgeting and budget tracking process, administering various operational policies, quality control, and supporting investor communication activities.

 JOB REQUIREMENTS:

• 10 years’ experience in property management
• Four year degree and RPA, CPM or CCIM designation preferred, Real Estate License preferred
• Proficient in Microsoft Office and advanced Excel skills
• Proficient in MRI or other real estate accounting software, and Angus Anywhere or other tenant work order system
• Excellent verbal and written communication skills
• Requires frequent movement and the ability to inspect all areas of the property including the roof and basement.  Must be able to stand, sit, or walk for extended periods to greet tenants and vendors. 
• Routine physical presence is required at the office to provide general support and backup to co-workers and meet service needs of tenants.
• Routine travel is not required for the position.  Requires annual travel for two to three days to attend company-wide meeting.

JOB RESPONSIBILITIES:

1)  Annual Budget and Monthly Reporting (20% of Time)                                                    

Prepare annual capital plan, operating budget and current year reforecast.  Review and approve monthly operating report including variance explanations.  Complete quarterly budget reforecast

2)  Accounts Payable and Accounts Receivable     (5% of Time)                                        

AP -  Approve invoices and check requests per approval matrix.  Ensure utility deposit procedures are followed.  Approve tenant refunds.  Review and approve tenant improvement allowance payments and/or rent credits.  Complete expense reports and mileage reimbursement forms monthly.  Approve employee expense reports and ensure compliance with company policy.  Approve building credit card invoices and ensure usage is in compliance with policy.  Ensure property tax payments are processed in a timely manner.  Work with tax consultant and Asset Manager to aggressively appeal property tax assessments.  Approve monthly accruals

AR-  Review and approve Monthly Rent Up.  Ensure after hours HVAC charges are processed per the terms of the leases.  Review and approve Angus charges and other tenant bill-backs.  Quarterly Bad Debt reporting and approval of “No Reserve” request forms.  Approval of Tenant Adjustment Forms.  Receivables collections in accordance with company policy including tenant follow up.  Document collections activities properly in MRI.  Ensure late fees are charged in accordance with the terms of leases and company policy.  Approve Tenant Write Off forms.  Pursue legal action to collect delinquent balances when necessary

3)  Administration of Leases (10% of Time)

Complete Lease Abstracts for new leases and amendments.  Generate commencement date agreements.  Ensure that letters of credit and tenant deposits are maintained in accordance with lease requirements.  Ensure tenant certificates of insurance are current and in compliance with the lease.  Prepare Operating Expense pass-through estimates and annual reconciliations.  Respond to tenant audits.  Maintain a stacking plan for the property

4)  Building Operations and Maintenance (12.5% of Time)   

Work with property engineering to develop and monitor a preventive maintenance program.  Monitor and inspect vendor performance for compliance with contact specifications.  Perform regular janitorial inspections and quarterly building inspections.  Regularly review completion of preventive maintenance tasks in Angus.  Implement a Security and Emergency Preparedness plan.  Conduct annual fire drills and tenant training.  Implement a Business Continuity Plan.  Pursue energy savings and green initiatives.  Ensure the property participates in Energy Star and consumption is closely monitored.  Ensure that the building energy management system if fully utilized.  Review and submit insurance incident reporting forms per policy

5)  Construction Management (7.5% of Time)  

Select architect and/or engineers to prepare scope of work.  Ensure project scope of work is appropriate and properly documented.  Solicit and analyze multiple bids per the Vendor Management Policy and select contractor.  Prepare project schedule.  Monitor construction activity and schedule throughout the project.  Track project budget and change orders throughout the project.  Complete project punch list and close out.  Ensure construction management fees are paid as appropriate.  Ensure tenant overage is billed if applicable

6)  Supervision of Employees (7.5% of Time)                

Work with human resources to hire and train employees.  Ensure company policies are followed.  Encourage employees to improve their skills and perform at a high standard.  Approve bi-weekly payroll.  Complete performance evaluations.  Work with human resources to discipline and/or dismiss employees as needed

7)  Tenant Relations (10% of Time)                 

Be accessible to tenants and respond to tenant calls and emails in a timely manner.  Maintain a close relationship with tenant contacts and stay familiar with their business.  Regularly review tenant work order requests in the Angus system.  Implement tenant move in and move out procedures.  Implement a Tenant Visitation Program.  Respond to Kingsley survey results or conduct independent surveys on a regular basis

8)  Vendor Management (15% of Time)                                                

Develop detailed request for proposals and bid contracts at required frequency.  Execute standard service agreements, service orders and other approved contracts.  Ensure that all requirements of the vendor management policy are followed.  Manage electricity purchasing in deregulated markets.  Consult with legal and risk management to review non standard agreements per policy.  Vendor Analysis and Performance Monitoring in accordance with policy

9)  Leasing Coordination (7.5% of Time)   

Assist Asset Manager in completion of annual property leasing plan as needed.  Ensure vacant spaces are well maintained and assist with tenant showings as necessary.  Review lease draft language and provide input to asset manager when requested.  Stay abreast of market conditions, rental rates, and availability in competitive buildings.  Execute Design Services Agreement with building space planner and engineering firm

10)  Other (5% of Time)

Involvement in community and real estate organizations such as BOMA, IREM etc.  Pursuit of professional accreditations such as RPA, CPM, CCIM etc.  Maintain relationships with the brokerage community and seek out as refer acquisition opportunities to Capital Markets group.

EOE/MFDV