Property Manager

Duties and Responsibilities:

The Property Manager is responsible for the operation, physical condition, and financial performance of the building(s). The primary use of the buildings is for climate-controlled and cold storage. The property manager must supervise personnel assigned to the property; assist with leasing and financial functions as assigned; ensure the highest possible building maintenance standards, cleanliness, and optimum performance; continually evaluate all phases of building operations to enhance the efficiency of the operations and maximize cost-effectiveness; analyze and appraise regularly and systematically the effectiveness of operations under their control; and ensure that policies are observed and prompt corrective action is taken as needed.

Regional travel (drivable) is required to visit properties. Approximately 1 – 2 monthly.

AUTHORITY
The Property Manager is authorized to take any reasonable action necessary to carry out the responsibilities assigned so long as such action does not deviate from established policies and practices, is consistent with sound business judgment, and falls within the authority provided by the Management Agreement, owners, and property budgets.

A. Tenant Management

1. Maintain regular contact with each existing tenant to promote goodwill, trust, and loyalty. Act as liaison between tenants and building owners. Create a tenant visitation schedule and submit to the Alliance Director for review. Each tenant should be formally visited no less than twice per year.
2. Approve plans and procedures for handling complaints or requests from building tenants or occupants.
3. Provide coordination for timely construction.
4. Coordinate tenant meetings and appreciation functions.
5. In conjunction with the Marketing Department, update building websites for tenant information.
6. Facilitate completion of tenant work orders and assignment of duties to building maintenance staff. Monitor and follow up with unfinished work orders weekly. Generate maintenance response reports for the Alliance Director.
7. Assist construction management tenants, prospective tenants, and building owners in planning office layout and estimating costs while maintaining established building standards.

B. Operations Management

1. Develop and implement plans and procedures covering building operations.
2. Coordinate negotiation and evaluate service contracts for landlord service and maintenance requirements.
3. Supervise, develop, and train employees in performing their duties.
4. Hire, coach, mentor, and dismiss all building personnel, as needed.
5. Work with the Engineering team to develop and implement plans and procedures for building mechanical engineering operations and maintenance.
6. Supervise all building personnel in general housekeeping and mechanical equipment maintenance. Continue to analyze maintenance operations with an eye toward cost optimization.
7. Work with the Alliance Director and appropriate engineer to conduct Property inspections monthly per ownership guidelines. Inspect the performance and condition of building equipment and structure regularly, noting any defects or deficiencies. Develop programs for corrective action and reduction of any waste or unnecessary costs.
8. Develop building safety and fire procedures and educate occupants as necessary. Perform and coordinate annual fire drills and inspections per city codes. Update and maintain all emergency preparedness information per ownership guidelines
9. Supervise outside contractors and vendors working on, or providing services to, the property.
10. Oversee all property alterations; coordinate and supervise for satisfactory completion and invoice as necessary for construction management, payment of subcontractors, and obtain lien waivers.
11. Recommend building alterations and improvements, together with justifications, estimated costs, sources of supplies or services, etc.
12. Develop and implement plans and procedures for the operation and maintenance of the building garage and/or surface parking area.
13. Inspect and determine the physical condition of the building complex and make recommendations to the owners.

C. Planning, Analysis and Control

1. Assist the Alliance Director in developing data and preparing annual budgets, including all rent and service income, general operating expenses, extraordinary repairs, leasing commissions, and tenant alterations. Obtain the appropriate bids and analyze. Prepare Excel spreadsheets for accounting and submit to Alliance Director for review and input.
2. Review income and expenses continually and implement corrective action where indicated.
3. Analyze and close out work orders and address contractors' questions regarding account payments. Utilize the work order system for rebilling of tenant work orders.
4. Coordinate and attend bi-weekly management meetings with all property staff to coordinate and identify problems and recommend solutions. Keep minutes updated and distribute to the team accordingly by Fridays following each meeting.
5. Provide information to building owners of developments concerning operations under their control.

D. Accounting, Financial Reporting, and Record Keeping

1. Review and approve all building expenses. Ensure all monthly contracts are paid on time to avoid variances and year-end accruals.
2. Complete all common area maintenance (CAM) reconciliations in accordance with individual leases. Coordinate with accounting and lease administration.
3. Follow established ownership procedures regarding records, maintenance of lease documents, purchases and disbursements, alterations, building improvements, activity notices, etc.
4. Maintain accurate records for:

a. All project transactions; prepare financial, administrative, and maintenance reports. Determine variances to budgeted items.
b. Files relating to:

1. Use of account numbers
2. Expense requirements
3. Initial approval of accounts payable
4. Special accounting items
5. Other monthly reports
6. Building floor plans showing stacking plans
7. Purchasing supplies and obtaining necessary bids on contract work for review

c. Coordinate month-end close with the Alliance Director for property accounting and send out tenant statements. Month-end reporting includes completing variance analysis, cash flow analysis, income/expense projections, rent rolls, stacking plans, executive summary, and delinquency analysis.

E. Vendor Administration:

1. Maintain Certificates of Insurance for both tenants and vendors
2. Prepare new vendor contracts and manage renewals
3. Maintain a schedule of service contracts by property
4. Maintain and update a list of preferred vendors in each trade

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skills, and/or abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE:
• Four-year degree in Business or a related field preferred
• 3-6 Years in the Property Management field
• At least 3 years of supervisory experience required
• Familiarity with industrial, warehouse, distribution, or specialty use real estate
• Experience with preparing annual property budgets
• Experience with annual common area maintenance (CAM) reconciliations
• Project Management experience
• Leasing Administration experience
• Excellent verbal and written communication skills to successfully interface with high-level client
• Ability to maintain professionalism in a sensitive environment
• Strong organizational skills; detail-oriented
• Proven record of providing excellent internal and external customer service
• Ability to work independently and produce results

CERTIFICATES, LICENSES, REGISTRATIONS:
• IREM Certified Property Manager designation and/or BOMA Real Property Administrator designation preferred

TECHNICAL SKILLS:
• Intermediate level of proficiency in Microsoft Word, Excel and Outlook