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Commercial Property Manager

2 months ago

Alexandria, United States Simpson Properties, Ltd. Full time

GENERAL RESPONSIBILITIES - Commercial Property Management Experience REQUIRED

In today’s society, property management requires diverse skills, self-discipline, professionalism and commitment. The duties of the Property Manager are varied and include responsibility for personnel, financial affairs, customer relations, maintenance and various administrative functions.

The Property Manager receives general support, direction and management guidance from the Director of Property Management.

The Property Manager is the direct representative of Simpson Properties to the building personnel and our clients. They have the overall operational responsibility for the buildings assigned to them. They are directly responsible for the appearance and maintenance of the buildings and property, as well as, the physical and fiscal well-being of the properties they manage. The Property Manager has the overall responsibility for implementing policies and procedures established and amended by Simpson Properties.

The Property Manager must be familiar with the overall electrical and mechanical systems and components of the buildings for which they are responsible and held accountable. They are required to be at the properties as often as possible (including weekends and holidays to fulfill Simpson Properties management obligations to our clients.

The Property Manager duties begin with the hiring, development and supervision of the on-site personnel including day porters, maids and lobby hosts, if applicable. Within established guidelines they monitor and enforce all operating policies and administrative procedures such as working hours, compliance with wage and hour laws, employee dress code and security of tools and equipment. They formally review and evaluate the property personnel in writing once each year.

The Property Manager is responsible for the purchasing of services and materials required for the proper operation of the property and approving invoices weekly for payment. They have specific authority to incur certain expenses as required for the operation of the building per the approved annual operating budget. Expenses above and beyond the approved budget line item allocations are to be submitted for approval by senior management for expenditure prior to incurring the expenses.

Annually, they prepare the operating budgets for the building(s) assigned to their management. They are required to submit support information and/or documents such as contracts and proposals to answer any questions relating to monthly operating statements. Additionally, they prepare a quarterly year-to-date analysis of these statements as they relate to the building(s) under their management.

VIA the Chief Engineer, they work with mechanical specialists and other supporting mechanical staff in analyzing the performance of mechanical components and recommending any needed capital expenditures to the Vice President of Property Management.

The Property Manager conducts a thorough, regularly scheduled, monthly inspections of all buildings under their supervision. In addition to the regular monthly report, they include detailed descriptions of visits with clients that are conducted to maintain good public relations. They regularly meet with the tenant or building owner’s to determine if Simpson personnel are providing proper service, if the cleaning contractor’s performance is acceptable and if the customer is receiving prompt response to service requests.

The Property Manager coordinates all activities relating to vacating and occupying of space in their building(s). They must document this activity by submitting notices of move-ins and move-outs and coordinating with the tenant and tenant’s moving company.

The Property Manager is responsible for the performance of employees and contractors in the execution of maintenance and repair work to the buildings and properties under their management. They assemble, coordinate and communicate the scopes of work and specifications. Additionally, they monitor adherence to the scope of work and specifications, quality of workmanship and observance of safety regulations.

The Property Manager must also monitor all programs, which have been initiated by the Chief Engineer for preventive maintenance, energy conservation, security and environmental monitoring.

The administrative functions of the Property Manager include responding to telephone calls, answering correspondence, doing the necessary paperwork to acquire bids and proposals and maintain the appropriate working files for their buildings. They have a responsibility to maintain Simpson Properties central management file system and must organize their schedule so as to be there regularly as needed in order to complete these recurring functions.

The Property Manager must answer correspondence. Simpson Properties policy requires that a copy of each piece of correspondence go to the Director of Property Management. All written correspondence is reviewed by senior management for it’s content, style, courtesy, and clarity. This also provides the central management office a good source of information on property management issues, potential problems and how they are handled.

The Property Manager must individually maintain a working file for each building under their supervision. A building’s working file contains, among other things, budget work sheets, item’s relating to regular and capital budgets, purchase requisitions and personnel evaluations.

The Property Manager must be familiar with contingency procedures for their buildings in the event of fire, bomb threats and other emergencies, and know how to inform occupants of such emergencies. They analyze any loss due to fire, storm or flood and make recommendations regarding restoration. They must know how to process, through the Accounting Department and Legal, all types of insurance claims such as liability, personal property and Worker’s Compensation.

The Property Manager may also be given special assignments that may help them to develop expertise in specialized fields such as HVAC, fire safety and security, elevator maintenance, tenant/landlord relations, trash removal, construction, alterations, and landscape maintenance. These special assignments may often require communications with other Managers about their properties.

SPECIFIC RESPONSIBILITIES

A. Primary Responsibilities

The primary role of the property manager is to supervise and oversee the implementation of the approved management plan which will:

maintain the physical appearance of the property.

maintain occupancy standards at the highest level achievable and provide the maximum level of service to occupants.

promote good public relations.

train and motivate property personnel and contractors.

meet federal, state and local property standards.

maximize the gross potential by utilizing the approved management plan.

reduce excessive operating costs.

reduce excessive fuel and utility consumption.

coordinate and supervise the implementation of long term capital improvement plans.

maximize occupancy and minimize delinquency and bad debt.

B. Reporting Responsibilities

The property manager reports directly to the director of property management.

C. Planning

Preparation of the annual property budget(s) and calendar of events

accompany property manager and vice president on semi-annual property inspections.

attend recurring weekly management meetings as directed.

D. Organizing

Review and respond to mail, outside correspondence and inter-company correspondence pertaining to the building or property.

assemble, coordinate and communicate scopes of work and specifications.

obtain bids and proposals and recommend contracts, contractors and vendors for services and materials.

E. Staffing

Make staffing decisions and recommendations regarding the hiring of all subordinate positions.

provide training and supervision of property personnel.

review, evaluate and recommend salary increase for all property personnel.

F. Direction

Give direction by conducting property staff meetings as necessary to review policies and procedures, discuss goals and objectives, and review staffing, reports and problem solving.

investigate alternative products, services, and vendors.

review central plant and engineering reports and take corrective action where authorized or directed.

G. Control

Prepare weekly reports.

prepare weekly service request reports for accounting and accounts receivable.

investigate and respond to all written complaints received by management office.

report on status of any property inspection reports generated by the director or property manager and ensure compliance with it.

prepare public area building and grounds inspection report and take necessary action to complete work needed.

exercise direct supervision over the property staff.

monitor the financial operations of the property to include delinquencies.

provide supervision of routine maintenance service requests and follow up for assurance of completion and satisfaction.

Job Type: Full-time

Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Health savings account

Life insurance

Paid time off

Retirement plan

Vision insurance

Experience level:

5 years

Schedule:

Monday to Friday

On call

Experience:

Property management: 5 years (Preferred)

License/Certification:

Driver's License (Preferred)

Ability to Commute:

Alexandria, VA (Preferred)

Work Location: In person

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