Property Manager

Description

SUMMARY: 

The Property Manager will have 2 – 3 years’ experience in Property management. The Property Manager position supports and assists in the management of commercial real estate in accordance with the Management Agreements. The Property Manager is involved in all aspects of day-to-day operations of the property, including accounting, rent collections, tenant relations, maintenance and repair, security, janitorial services, landscaping, fire suppression systems, etc. The Property Manager handles tenant complaints and service requests, and must be familiar with the terms of tenant leases. The Property Manager assists in the preparation of the annual budget, reporting and financial performance of the property. The Property Manager will participate with local economic development organizations and other industry associations. The Property Manager will understand the market conditions while identifying other commercial real estate opportunities for Killam Development, Ltd.       

ESSENTIAL DUTIES: 

• Timely collection of rent and building relationships with tenants that reinforces tenant behavior to pay rent on time
• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue. Ensure that there is 24-hour emergency coverage for the property at all times. 
• Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
• Ensure that property and lease files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence and file notes.
• Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
• Become proficient with the Yardi property management software. Coordinate entry of all property information into the software program and establish reporting protocols for maintenance requests, preventative maintenance, vendor and tenant Certificates of Insurance and key lease date tracking. Monitor all key dates and reporting within the Building Engines system.
• Assist the VP of Asset Management with establishment of Preventative Maintenance Policies and Procedures.
• Support to establish rental rate by surveying the local rental rates; calculating overhead costs, depreciation, taxes and profit goals
• Support the Attraction of tenants by advertising vacancies; obtain referrals from current tenants; explaining advantages of location and services; showing units.
• Continual contact with tenants and assist with the renewals of existing tenants. 
• Update job knowledge by participating in educational opportunities; by reading professional publications; maintaining personal networks; participating in professional organizations.

Requirements

EDUCATION:

Must have a Bachelor’s Degree in Business, Management, or related field; or comparable experience.  

EXPERIENCE:

Must have at least three (3) years of Property Management experience in commercial and retail real estate.

General Duties: 

• Prepare, memos, faxes, email, maintain files, prepare expense reports and other administrative forms, copying, and arrange for courier service and overnight deliveries. 
• Maintain office clerical, filing and record keeping systems. 
• Coordinate production and ordering of signs, tenant identification, etc. 
• Assist in the production of monthly reports and any reports as needed. 
• Assist in preparation of transaction related documents. 
• Maintain contact and other databases for company. 
• Aid in the production of departmental reports (e.g. business plans, financial statements, RFPs). 
• Coordinate regular inventories of all business property. 
• Contractor coordination. 
• Coordinate tenant move-ins. 
• Obtain estimates/bids for repairs at the property. Generate and track Service Orders, approvals and distribution. 
• Sort, code and ensure accuracy and compliance with contracts of all property related invoices. 
• Coordinate and schedule appointments, on-site & off-site meetings and conference calls. 
• Collect and organize all property information in a format for quick reference. 
• Detailed verification of all invoice amounts and information with approved Service Orders or Contracts. 
• Ensure proper property coding on invoices. 
• Investigate cost reduction opportunities. 
• Read meters and calculate utility bill-backs to tenants. 
• Assist corporate accounting with questions related to the property and resolution of vendor issues. 

LICENSES/CERTIFICATIONS:  

Must have a current Texas driver’s license and a satisfactory driving record. 

PHYSICAL REQUIREMENTS:

Must be able to perform the following physical activity on a frequent to constant basis:

• Sit for long periods of time.
• Lift 10–20 lbs. of files, plans, office supplies, or similar items. 
• Constantly uses fingers and hands when dialing/answering the telephone and operating a computer or other office machinery, such as a copy machine, scanner, and computer printer.
• Ability to hear average or normal conversations and receive ordinary information through verbal communications in person or detect objects in and around job site over the telephone.
• Average, ordinary visual acuity necessary to prepare or inspect documents; operate a computer or other office machinery; or.
• Walk short distances on slippery, even, and/or uneven surfaces.
• Stand, bend, stoop, kneel, crouch, twist, turn, or crawl.

WORKING CONDITIONS:

• Majority of work is performed in an office atmosphere located inside a building, with building inspections as needed.
• May require infrequent job site visits involve performing work in outdoor weather conditions with exposure to extreme cold, heat, and noise depending upon project site.
• Travel locally during the work day between jobsites, although some out-of-area travel may be expected.

OTHER REQUIREMENTS:

Must be able to:

• Adhere to the highest standards of ethics, integrity, professionalism, and discretion.
• Project a courteous, professional and positive approach with clients, subcontractors, employees, and authorizing agencies while providing prompt, efficient, and accurate assistance. 
• Follow and exchange basic instructions, information, and guidelines.
• Make decisions based on experience or knowledge with minimal supervision.
• Participate in training and development opportunities offered to maintain construction-related software and safety knowledge.
• Adhere to and perform functions according to company and OSHA safety guidelines.
• Maintain regular, timely, and predictable attendance.
• Represent the company in a professional manner to callers and visitors