Senior Portfolio Manager

Position Title: Senior Portfolio Manager
Reports To: COO
FLSA Status: Exempt, Full-Time

Summary:

Performs client relationship management and provides real estate advice, lease renewal negotiations, construction management, and hourly billing of special projects for work that exceeds management contract scope. Interfaces with and supervises Real Estate Managers and Property Assistants in their day-to-day management of properties to ensure deadlines and commitments are met; and reviews budgets, monthly reports, and other data prior to client submittal.

Essential Duties and Responsibilities

OPERATIONS:

• Ultimately responsible for the successful management and operation of the portfolio.
• Ensure a smooth transition for all new management contracts on your portfolio.
• Assist in pricing and pitching new management accounts for your portfolio.
• Oversee amendments to management contracts on their portfolio.
• Responsible for knowing, understanding, and implementing the terms and requirements of each management contract (and the underlying job cost) under their supervision.
• Oversight of day-to-day operations, vendors, and maintenance of an assigned portfolio of properties.
• Lease renewal negotiations and documentation preparation.
• Client communication is required to ensure a high satisfaction level.
• Build and maintains client relationships, including sales presentations and client relationship management roles.
• Review and approves hourly time allocations for the team and ensure the portfolio meets the budget.
• Ensure team members are functioning efficiently and performing duties as required. Address performance issues (good or bad) in a timely manner.
• Perform timely reviews on team members.
• Provide guidance, mentoring, and training to team members.
• Meet quarterly with Principal(s) to present portfolio achievements and future goals.
• Oversee contracted vendors and property staff to ensure they are meeting the terms of the contract and scope of work on behalf of the client.
• Proactively conduct periodic property inspections and carry out all appropriate actions, including but not limited to, taking necessary steps to ensure all spaces such as vacancies and common areas are always tour ready.
• Work with Project Manager on oversight of property and tenant construction projects. Ensure contracted projects adhere to building rules, regulations, and specifications. Oversee all Capital and Major Repair projects. In the absence of a Project Manager, will be required to oversee the capital projects and tenant construction.
• Develop and maintain positive relationships with tenant and vendor contacts.
• Develop written communications to tenants for lease compliance and rent collection. Be familiar with all pertinent property information for assigned buildings including leases, management agreements, associations, and listing agreements.
• Ensure maintenance requests are completed to the tenant’s (or client’s) satisfaction.
• Ensure customer moves are coordinated by the management team.
• Ensure the team’s deadlines are met, i.e. budget, reporting, CAM, etc
• Oversee tenant insurance compliance and assist when necessary.
• Ensure MJ procedures are followed by team members.
• Respond to property after-hour calls and emergencies, 24 hours per day, 7 days per week. If unavailable to respond, make prior arrangements to have calls responded to by another team member.
• Bill all SP/CMF/LC for properties.
• Make recommendations to Principal(s)/VP Operations regarding property issues.

FINANCIALS:

• Review of annual operating and capital budgets as prepared by Real Estate Managers in accordance to the budget guidelines. Work with clients for final approval.
• Review and approve tenant operating expense estimates and reconciliations as prepared by Real Estate Manager and Accounting. Work with clients for final approval.
• Ensure the portfolio’s budget and projects are met and property goals are obtained. Ensure all projects are completed on time and within budget.
• Review required financial reports, including accruals, re-classes, management narrative, budget variance, and other reports as prepared by the Real Estate Manager and Accounting and as required by the client.
• Review and approve invoices daily to allow for efficient weekly check runs for each property.
• Weekly updates of the commission sheet.
• Ensure all rent and miscellaneous charges are collected timely.
• Review major delinquencies, participate in resolution, if necessary, and communicate regarding such to the client.

OTHER:

• Exhibit the highest degree of professionalism in all aspects when interfacing with tenants, clients, and service providers. Display integrity, loyalty, confidentiality, and professionalism always with co-workers and clients as well as adhere to the company's highest standards of ethics and dress code.
• Complete all deliverables for VP/Principal’s review as required.
• Directly supervise 1 or more employees, with the oversight of additional lower-level subordinates. The actual number of employees can fluctuate at the company’s discretion.
• Assist with mentoring Property team members
• Other duties as assigned

Education/Experience:
• Minimum of ten (10) years of Commercial Real Estate Management experience - (RESIDENTIAL EXP DOES NOT APPLY).
• California Real Estate License (salesperson or Broker) in good standing.
• College degree preferred.
• Project Management experience a plus.
• RPA and/or CPM designation or coursework and candidacy preferred.
• Excellent interpersonal skills and the ability to supervise 1 or more employees.
• A problem-solving mindset and ability to troubleshoot.
• Excellent customer service and communication skills.

Computer Skills:
To perform this job successfully, an individual should have knowledge of Yardi or similar accounting/management programs; Outlook, Word Processing software; Spreadsheet software; and Internet software.

Physical Demands:
The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.