What are the responsibilities and job description for the Director Commercial Operations position at MSB Resources?
Amazing opportunity for an experienced Commercial Property Manager in Manhattan! MUST have at least 5 years’ commercial management experience, with a focus in INDUSTRIAL and RETAIL. MUST have NYC experience and be very knowledgeable about regulations and violations. Fantastic collaborative culture in a company that has been around for 50 years!
Responsibilities and Reporting :
Lead and manage all aspects of property management for the commercial portfolio encompassing approximately 45 buildings and 90 tenant spaces, primarily industrial / warehouse properties but also including 18 retail stores and a nine-suite office building. This is a full-time, in-person position reporting to the two senior partners of the company and working with all seven members of our small, but dedicated, team. The Director of Commercial Operations will oversee a team of approximately three third-party, external assistant property managers.
Site Visits
Personally perform quarterly (and more frequently as needed) in-person inspections and site visits of all managed properties along with relevant external property management team members.
Tracking and Compliance
Manage compliance with all required inspections, reports and filings including obtaining proposals, negotiating and finalizing contracts, ensuring timeliness and completeness of work and maintaining complete internal records, including :
parapet inspections;
parking structure inspections;
boiler and other DEP registered equipment inspections;
gas piping inspections;
RPZ inspections;
fire alarm and sprinkler inspections; and
City benchmarking filing requirements for covered buildings.
Manage compliance of Owner and Tenant FDNY, DEP and DOB permits, filings and approvals.
Manage NYC Department of Building, FDNY, DEP and ECB records related to managed properties and ensure timely responses to / curing of property-related violations (attending violation hearings as needed).
Tenant Relationships
Manage and foster commercial tenant relationships including by monitoring and enforcing terms of all lease agreements (working with outside legal counsel as necessary).
Ensure that tenant service requests are well-documented and completed in a satisfactory and timely manner and in compliance with all lease obligations.
Approve lease exceptions, courtesy late fee waivers and courtesy repair payments.
Ensure compliance with insurance requirements.
Oversee maintenance of accurate tenant and property files (paper and electronic), summaries / spreadsheets and database records (Yardi).
Vendor Relationships
Manage relationships with external service providers and contractors, including negotiating and enforcing terms of service contracts.
Ensure compliance with insurance requirements.
Manage building maintenance and repair projects and contract vendors, making necessary recommendations to Senior Management.
Leasing & Marketing
Assist Senior Management in overseeing marketing of available properties, including managing updates to the company website, marketing materials and property listings for e-mail distribution, managing the showing of properties and acting as a resource for property-related information needed by brokers and prospective tenants.
Assist Senior Management in leasing properties, including by performing screenings of potential tenants and processing of background checks and, in conjunction with outside legal counsel, preparing and finalizing lease documents.
Finance, Accounting & Insurance
Oversee tenant billing / chargebacks, working with finance and accounting teams.
Approve contractor bills and related tenant billing.
Monitor property-related expenditures and prepare short- and long-range property management budgets and capital expenditure plans.
Work with accounting and finance teams to prepare financial projections, budgets and investor distribution recommendations for Senior Management.
Work with accounting and finance teams to complete required annual insurance renewal submittals.
Work with accounting and finance teams to complete required annual property tax submittals (RPIEs).
Work with outside counsel to monitor status of insurance claims / insurance litigation related to managed properties.
Ensure timely filing of information to maintain existing and / or obtain going-forward City tax abatements and exemptions.
Oversight of Owner-held utility accounts.
Construction Oversight
Manage NYC Department of Building and FDNY compliance for Owner renovation / repair projects and / or tenant improvement projects, working with outside architects, engineers and expediters.
Oversee and coordinate contractors on behalf of Owner.
Ensure insurance compliance.
Team
Manage team of approximately three external assistant property managers with respect to commercial portfolio, including leading weekly team meetings.
Manage team of approximately two external property managers, one on-site building attendant, and one team member with respect to management of the office building.
Requirements
Extremely strong organizational skills and ability to effectively track and follow up on details.
A positive, can-do attitude is the most important criteria for this position.
5 years of commercial property management in New York City.
10 years of work experience in a professional office environment, with a focus on real estate.
Strong knowledge of FDNY, NYC Department of Buildings, DEP and NYC rules and regulations regarding commercial buildings.
Must be able to effectively manage property management team and to work cooperatively and collaboratively with all employees and external vendors at all levels of the organization.
Ability to communicate clearly and effectively, both verbally and in writing.
College degree required; additional real estate studies are a plus.
Software requirements :
Expert knowledge of Microsoft Excel, Word, PowerPoint and Outlook;
Experience with Yardi property management software;
Experience with SiteCompli, DOBNOW, DOB BIS, DEP CATS, DEP online, FDNY Business; and
Experience with CoStar / Loopnet is a plus.
This position is full-time, in-office : Monday-Friday 9 am to 6 pm.
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