Commercial Retail Property Manager

2 months ago

Bethesda, United States Saul Centers, Inc. Full time

Job Purpose: Responsible for the physical operation, maintenance, lease administration, and fiscal management for a portfolio of commercial shopping centers and office buildings.Our goal is to ensure efficient and reliable operation of the buildings, consistent with the owner’s financial objectives. The property manager will supervise qualified personnel to service the building, prepare bid proposals and hire outside contractors as authorized, and maintain positive relationships with tenants.


Supervision & Authority:

Under the general supervision and direction of management, the Property Manager complies with established Operating Policies and Procedures. The Property Manager is vested with authority to make discretionary decisions in the event of emergency circumstances not covered by Policies and Procedures.


DUTIES & RESPONSIBILITIES: Duties will include, but are not limited to the following:

  • Supervises the repair, maintenance, and operation of assigned properties, utilizing the services of employees or contractors. Regularly inspects properties to ensure that buildings are in good operating order and appearance.


  • Prepares bid proposals for all outside service contracts per Policies and Procedures.Awards contracts with approval of supervisor. Supervises and evaluates all outside contractors for performance per specifications. Accepts responsibility for accounts payable from purchase orders through coding and approval for payment.


  • Creates accrual operating budget for fiscal year which, when approved by Owner’s representative, shall constitute fiscal plan for property. Prepares written, detailed management plan, reflecting the approved budget expenses and detailing building standard services to be provided and non-standard services to be offered. Prepares cash flow operating projections for full or partial fiscal year. Prepares written reports on the physical status of the buildings with recommendations for repairs or replacements. Prepares financial reports and variance reports as required. Understanding of cash flow at properties and reasons for variances is critical.


  • Reconciles weekly all invoicing by coding properly and forwarding to accounting. On a monthly basis, reports to senior management on all financial accounting explaining any variances in their portfolio.


  • Reviews rent roll and sales reports monthly noting differences and communicating with tenants concerning compliance in reporting sales.


  • On a 24-hour basis, responds as necessary to any building emergencies that cannot be handled by the maintenance supervisor. Must advise supervisor when travelling outside of greater Washington area. In order to respond to emergencies, the property manager carries a cell phone at all times (24/7). Takes necessary steps to safeguard or minimize damage to property.


  • Coordinates with leasing representative and construction manager regarding introduction of tenants to building after lease execution. Monitors tenant improvements to effect smooth transfer of responsibility from construction department to management. Ensures that construction work performed in buildings, whether by management company or by tenants, is performed in accordance with Policies and Procedures.


  • Provides lease administration per Policies and Procedures. Reviews all initial lease abstracts and monitors billing of rents and operating expenses, rent escalations, and above-standard services and utilities.


  • Provides direction and supervision to the Site Maintenance Supervisor in the performance of their duties. Evaluates responsiveness and discusses their performance, including areas of concern or development. Suggests special training if needed.


  • Executes Tenant Retention Program that includes periodic visits with tenant representatives. Records all contacts. Reports as required to management regarding the status of relations with each tenant per guidelines provided. Encourages by word and deed a positive customer service attitude for all staff members, emphasizing the importance of tenant satisfaction and retention.


  • Performs evictions and works with Collections Department and Legal Department on tenant or property issues. Attending court as necessary representing the owner concerning property issues.


  • Supervises security functions for protection of property in accordance with Policies and Procedures. Supervises fire and life safety annual inspections per Policies and Procedures.


  • Accepts responsibility for administration of the risk management program. Responsible for obtaining and maintaining valid Certificates of Insurance as required from tenants and contractors.


  • Seeks to identify process improvements including technology applications for operation of properties or other property management functions. Recommends changes and additions to Policies and Procedures.


  • Other duties as assigned.


Job Requirements:

Skills/Abilities:

  • Familiarity with building systems, building design, and interior construction
  • Proven strong interpersonal skills
  • Demonstrated organizational skills
  • Strong analytical skills
  • Proficiency with word processing, spreadsheet, and property management software
  • Exceptional verbal and written communication skills
  • Effective team member


EXPERIENCE:

  • 3 to 5 years Commercial Property Management experience


EDUCATION / LICENSES / CERTIFICATIONS:

  • Four-year College Degree
  • RPA and/or CPM Designation Preferred
  • Real Estate License Preferred


PHYSICAL / ENVIRONMENT REQUIREMENTS:

  • Valid Driver’s License and reliable transportation to office and multiple properties in the portfolio
  • Ability to visit properties, maintenance staff, and tenants
  • Ability to inspect exterior and interior of properties, including mechanical rooms, roofs, and stairwells. Roof access may require climbing interior or exterior ladders

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