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Assistant Real Property Manager

1 month ago

Pasadena, United States City of Pasadena Full time

The City Manager's Office - Economic Development Division is seeking an Assistant Real Property Manager (Management Analyst III) to assist the Real Property Manager in managing all aspects of the City's 500 plus owned properties that include retail, office, industrial, and residential real estate. The successful candidate will assist as the bridge between the City and the operational needs of its leased and owned properties. They are pivotal in ensuring that both the physical space and its financial performance are optimized. They ensure rents are collected, budgets are adhered to, and financial reports are accurate and timely. They assist with day-to-day maintenance to ensure the City-owned properties are secure and well-maintained. They are the main point of contact for tenants, addressing their needs and ensuring their satisfaction. The ideal candidate is an effective communicator, which is paramount, whether it's negotiating leases, resolving tenant complaints, or coordinating with vendors. They have a solid grasp of financial management principles, which are necessary for budgeting, rent collection, and financial reporting. These skills ensure the properties operate within their financial means while maximizing income. They have the ability to quickly identify problems and devise effective solutions, especially when it comes to maintenance issues and tenant concerns. Managing multiple properties requires juggling various tasks and projects simultaneously and requires strong organizational skills to help ensure nothing falls through the cracks. Major Responsibilities Maintains all real estate records in an electronic database to manage leases, tenants certificates of insurance; audits and conducts outreach regarding these real estate records. Negotiates lease renewals; calculates the cost of the lease and communicates with tenants. Assists in project management of tenant improvements and other construction. Assists in preparing agenda reports, PowerPoint presentations, correspondence, and memorandum. Communicates with tenants, landlords, and third parties to address maintenance and facility needs. Investigates and helps resolve complaints, disturbances, and violations. Conducts expenditure forecasting and research related to cost of lease, monitoring tenant improvements, and reconciling invoices. Evaluates operational needs for building space, building modification, equipment and communication systems; analyzes space utilization; coordinates the installation and/or modification of facilities. Researches contract services and supply needs; develops and negotiates contract terms; monitors contract compliance and mediates tenant complaints. Responds to onsite emergencies for City-owned property. Assists in the development of goals, objectives, policies, and procedures; confers with members of the public to explain procedures and policies. Conducts research and analyzes statistical and other data; makes recommendations on administrative and operational problems, policies and procedures. Represents the City in the community and at interdepartmental, interagency and professional meetings. Contributes to team efforts by accomplishing related tasks as needed. Competencies Attention to Detail - Focusing on the details of work content, work steps, and final work products. Critical Thinking - Analytically and logically evaluating information, propositions, and claims. Customer Focus - Attending to the needs and expectations of customers. Negotiating - Reaching mutually satisfying agreements and compromises. Self-Management - Showing personal organization, self-discipline, and dependability. Oral Communication - Engaging effectively in dialogue. Project Management - Ensuring that projects are on-time, on-budget, and achieve their objectives. Relationship Building - Establishing rapport and maintaining mutually productive relationships. Education and Experience Bachelor's degree in real estate or a closely related field. Three years of progressively responsible analytical or administrative experience in commercial property management and/or leasing of commercial real estate, one year of which is at the journey level; or a combination of education and/or experience. California Real Estate license preferred. Selection Process The selection process may consist of a training and experience evaluation, interview panel, and/or department-level interviews. Vacancy Information There is currently one vacancy in the Economic Development Division of the City Manager's Office. The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future. Candidates selected for this position are subject to a one-year probationary work period. Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record, may be required for some assignments. #J-18808-Ljbffr