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Senior Commercial Property Administrator

2 months ago

New York, New York, United States The Moinian Group Full time

Senior Commercial Property Administrator

The Moinian Group is seeking a highly qualified and detail-oriented Senior Commercial Property Administrator to oversee our extensive commercial real estate portfolio.

The ideal candidate will have a proven track record in managing and directing daily operations, long-term projects, leasing, tenant services, maintenance, asset planning, and financial oversight at a large, high-traffic commercial property. Extensive experience in managing engineering services, site operations, large teams, vendor relations, energy management, and environmental health & safety protocols is essential.

Key Responsibilities:

Financial Management

Lead the preparation of the annual budget and asset management strategy.

Oversee the generation of monthly financial statements, variance analyses, and reconciliations as required.

Ensure adherence to the approved budget with a focus on cash flow projections and funding requests.

Review and approve all financial reports before submission to senior management.

Manage procurement and contracting processes in accordance with company policies.

Collaborate with the finance team to ensure compliance with all financial policies and procedures.

Operational Oversight

Implement the strategic management plan for the properties.

Assume primary responsibility for the successful execution of daily operations, ensuring compliance with established policies.

Work closely with the team to oversee construction projects, delegating tasks as necessary to ensure timely and budget-compliant completion.

Address all tenant inquiries, including maintenance requests and complaints, in a timely manner.

Risk Management

Conduct regular site inspections and ensure a robust property inspection program is in place.

Guarantee compliance with regulations and effective management of risk and liability.

Oversee the creation and maintenance of all site-specific documentation, including operational manuals and emergency procedures.

Ensure prompt corrective actions for any compliance violations.

Team Leadership

Recruit, train, and supervise property management staff.

Manage performance evaluations, salary reviews, and goal-setting processes.

Monitor and assess the performance of team members to ensure alignment with qualifications and budgetary staffing levels.

Vendor Relations

Engage in negotiations with service providers to achieve optimal performance at competitive rates, ensuring compliance with company policies.

Oversee external vendors and contractors, ensuring adherence to procurement processes and contract management.

Maintain accurate accounts payable records and foster strong vendor relationships.

Licensing and Documentation

Ensure all operational documentation, including as-builts and maintenance manuals, is current and accessible.

Identify and address any documentation gaps in accordance with regulatory requirements.

Maintain all necessary licenses, permits, and certifications for the property and its operations.

Qualifications:

Minimum of 8 years of commercial property management experience.

Strong understanding of real estate and property management principles.

Experience managing office building assets is required.

Preferred experience in overseeing large-scale projects.

Financial acumen is essential; accounting experience is a plus.

Proficient in MS Office, particularly Word and Excel.

Exceptional organizational, communication, and customer service skills.

Ability to thrive in a fast-paced environment while managing multiple priorities.

Experience with property management software such as Yardi or Real Page is advantageous.

Demonstrated integrity and a commitment to ethical standards.