Assistant Property Manager

Company Background

At Brandywine, 'Best of Class' is our mission and our focus in developing, building, and managing the nation's most remarkable Class-A office, multi-family, and mixed-use properties. We continuously support and give back to the communities in which we live and work. Our mission drives our corporate culture to foster the potential for excellence in every employee.

Our company was founded in 1994 by Jerry Sweeney, who serves as our President and CEO. We are a publicly traded company listed on the New York Stock Exchange (NYSE: BDN) operating in select markets across the nation.

Brandywine Realty Trust is seeking a career-minded individual interested in pursuing commercial property management. This position requires effective communication skills, strong organizational skills, and the ability to multitask. With significant direction from the Property Manager and/or others, the Assistant Property Manager is responsible for supporting effective administration of policies and procedures that promote well-managed, well-maintained buildings, and grounds at either Company-owned or third-party commercial properties.

This position will assist in implementing and managing health and wellness, sustainability, and energy efficiency initiatives at the property while ensuring that all company data tracking platforms (UL 360, AVID Utility, Energy Star, etc.) are up to date and populated with applicable building data. In addition, this position will track building certifications (Fitwel, UL Healthy Building, BOMA 360, etc.) to ensure that they are kept current and renewed as required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is a great opportunity to advance your career in commercial property management if you have a positive attitude, are proactive and can think ahead to anticipate the administrative needs of the team.

Responsibilities

Building Operations/Administration:

• Assist the Property Manager in the daily operations & management of buildings which may include assistance with property related projects, scheduling inspections for security, life safety and other tasks as required.
• Meets on a regular interval with tenants and confirms that all issues and or concerns within the buildings are addressed and responded to accordingly.
• Provides Class-A customer service to the tenant base throughout their tenancy within the building, starting from move in date forward.
• Aides in the process of New Tenant Move-In Survey collection and meetings with tenants as directed by the Property Manager.
• Coordinates impromptu meetings and social gatherings highlighted by the annual holiday breakfast, new tenant welcome food truck lunch and/or other non-scheduled visits.
• Manages planned, preventive, and corrective maintenance activities, ensuring work is completed in a timely manner.
• Support the Property Manager in successfully conducting approved operational property projects.
• Effectively and regularly communicate with Property Manager regarding ongoing projects and activities at the property performed by building staff, tenants, and third-party contractors.
• Perform property inspections on a regular basis to ensure proper maintenance and fulfillment of staff, contractor, and tenant responsibilities; make recommendations to maintain and enhance the assigned property portfolio.
• Assist in overseeing all maintenance team members.
• Person in charge when Property Manager is offsite.
• Competitively bids and prepares all service contracts to ensure high quality and cost-effective services. Assembles and analyzes contract bids, and submits bids, and recommendations for Property Manager review.
• Ensure property and its operations remain in compliance with all codes, laws, and environmental concerns.
• Ability to read, understand and apply standard documents affecting real estate projects, including but not limited to agreements/contracts, leases, work letters, surveys, and drawings.
• Responsible for organizing transitions of tenant move-ins and move-outs, ensuring all internal policies and protocols are adhered to.
• Work closely with the Construction Project Manager coordinating building and/or tenant improvement work.
• Perform other duties as assigned.

Management Office:

• Work with the Property Manager to facilitate property management, accounting, marketing, and construction needs.
• Use of sound judgement and reason to diligently respond to and resolve problems, with a goal of resolving differences where possible and if necessary, escalate to PM in a timely manner.
• Assist with any tenant correspondence as it relates to work orders, maintenance, and general questions.
• Prepare proposals for tenants for above standard requests and coordinate work to completion once approved by tenant(s).
• Work closely with property engineers, vendors, and sub-contractors to maintain workflow and coordination of work. Maintain work order tracking documentation to ensure each work order is initiated and completed.
• Manage tenant relations program, creating tenant events, charitable drives, and other tenant interactive programming in conjunction with the Property Assistant.
• Oversee implementation of multiple internal corporate compliance protocols and initiatives.
• Maintain and update tenant, vendor and building records as required by internal policies and protocols through multitude of platforms.

Financial Reporting:

• Assist in the preparation of annual budgets, quarterly reforecasts, monthly reports, variance reports, and accruals.
• Support the planning, budgeting, and control of operating and capital expenditures.
• Review and approve all invoices as received in AVID payable software program, ensure proper coding to account/budget.
• Works with Property Management team to minimize expenditures, adhering to budgeted cost parameters.

Communication:

• Ability to effectively present information and respond to questions from all levels within the Company.
• Maintain strong communication with the internal corporate team members and Building Operations Engineers for the assigned portfolio to safeguard that all corporate objectives are being met.
• Professional presentation and interactive skills.
• Maintain daily communication with the Property Manager, Property Engineer(s), and Property Assistant.
• Prepare and distribute tenant memos/special announcements via HubSpot.
• Interface as needed with Corporate Accounting, Asset Management, and Lease Administration.
• Interface as necessary with tenants, brokers, vendors, and visitors.
• Perform other duties as assigned.

Competencies

Language Skills

• Read and interpret English language documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Communicate orally with tenants and staff members.
• Provide feedback to management on progress related to specific assignments.

Mathematical Skills

• Employ basic math to calculate percentages, areas, circumference, etc.

Reasoning Ability

• Apply sound judgment in conducting instructions, which come in either written, oral, or diagram form.
• Solve common mechanical problems inherent in building trades activities.
• Employ mechanical skills and knowledge of HVAC, plumbing, electrical systems, and other technical subjects effectively.
• Apply knowledge of property-specific information to support contractors engaged to perform maintenance of one or more building systems.
• Apply technical training received on-the-job or in formal class settings to day-to-day activities.

Interpersonal Abilities

• Exhibit excellent customer-service orientation in responding to tenant requests.
• Display follow-through in conducting directions from management.
• Demonstrate teamwork skills in relations with co-workers.
• Proven customer support experience or experience as a Client Service Representative.
• Strong phone contact handling skills and active listening.
• Customer orientation and ability to adapt/respond to different types of characters.

Computer Skills

• Utilize basic PC-based business software, including Microsoft products for word processing and email.
• Use systems tools for maintaining service records.

Physical Requirements – Per OSHA

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Frequent: Standing; walking; talking; hearing; using close and distant vision, color vision, peripheral vision, depth perception.

Occasional: Sitting; use of hands to feel or grasp; reaching with hands and arms; climbing or balancing; working on a ladder, stooping; kneeling; crouching; lifting objects up to 50 lbs. in weight.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; outside weather conditions; risk of electrical shock; and vibration. The noise level in the work environment is usually moderate.

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY INDIVIDUALS ASSIGNED TO THIS POSITION. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES, AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED.