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Retail Property Operations Manager

2 months ago

Plano, Texas, United States Prism Places, Inc. Full time

Job Overview

The Retail Property Operations Manager plays a crucial role in assisting the General Manager with comprehensive management duties encompassing operational oversight, tenant engagement, financial collections, accounts payable, monthly reporting, annual budgeting, risk assessment, property enhancements, vendor contract preparation, and tenant sales collection. The ideal candidate should possess a background in retail property operations and proficiency in YARDI software for lease management, budgeting, and CAM reconciliations, alongside exceptional organizational capabilities. This position requires on-site presence and may involve availability during evenings and weekends.

Core Responsibilities

Tenant Engagement

  • Act as the main liaison for tenants, promptly addressing inquiries, concerns, and requests with professionalism.
  • Coordinate tenant transitions, ensuring smooth move-ins and move-outs.
  • Build and maintain positive relationships with tenants to encourage lease renewals and maximize occupancy.

Property Oversight

  • Manage daily operations of assigned retail properties, ensuring optimal performance and tenant satisfaction.
  • Conduct regular inspections to identify maintenance requirements and ensure adherence to safety standards.
  • Develop and enforce property management policies and procedures.

Financial Oversight

  • Collaborate with the General Manager and management team to complete monthly and quarterly reports, re-forecasts, and annual budgets, ensuring compliance with client deadlines.
  • Coordinate with property accountants on billing adjustments related to percentage rent, CPI calculations, and other aspects typical in retail leases, ensuring accuracy and timeliness.
  • Manage monthly accounts receivable collections and follow up as directed by the General Manager.
  • Prepare estimates and reconciliations for Common Area Maintenance (CAM).
  • Review reconciliations with the General Manager for approval and ensure proper distribution of year-end reconciliations, addressing tenant inquiries regarding these reconciliations and following up on payments.
  • Process accounts payable efficiently.
  • Utilize YARDI extensively for tasks such as generating reports (e.g., Rent Rolls, A/R reports, Renewal Option reports) and posting as required.
  • Collect and input sales data into the accounting system or Excel, generating sales reports as needed.
  • Monitor real estate tax deadlines, ensuring timely processing and mailing of checks, and follow up to confirm receipt by tax authorities.

Operational Management

  • Serve as a primary contact for tenant issues and maintenance requests, ensuring follow-up.
  • Conduct building inspections to identify potential improvements and maintain optimal property conditions through approved procedures.
  • Assist the General Manager in coordinating tenant improvement and capital projects, ensuring completion within budget and on schedule, including tracking job costs and managing contractors.
  • Collaborate with various departments, including Operations, Construction Management, Human Resources, Accounting, and Leasing, to identify and implement portfolio-wide initiatives and process enhancements.

Marketing Collaboration

  • Work with the marketing team to execute events and initiatives that enhance property appeal and drive foot traffic.
  • Coordinate with security and operations teams to ensure effective event logistics and safety measures.
  • Support marketing efforts through property promotions and community engagement activities.

Lease and Contract Management

  • Assist in leasing processes, including tenant prospecting, lease negotiations, and renewals.
  • Communicate with landlord brokers and internal stakeholders to maintain momentum in retail leasing.
  • Prepare and process vendor agreements.
  • Draft incident reports and liaise with insurance providers as necessary.

Administrative Duties

  • Ensure the organization of new tenant files according to client specifications, including filing and transmittals.
  • Coordinate the distribution of tenant statements and assist with any inquiries related to them.
  • Prepare documentation for new tenants, including possession letters, commencement date certifications, and rent commencement letters.

Qualifications

  • Bachelor's degree in business management, finance, accounting, or a related field preferred.
  • A minimum of three years of property management experience, particularly in retail settings.
  • Experience in retail and commercial property operations, tenant relations, construction activities, engineering, preventative maintenance, security, emergency procedures, budgeting, accounting, and financial reporting.
  • A real estate license is preferred.
  • Advanced proficiency in MS Office applications (Word, Excel, PowerPoint) and YARDI is preferred.
  • Experience working with institutional landlords is advantageous.

General Responsibilities

  • Consistent and predictable attendance is a key function of this role.
  • Maintain a safe work environment and uphold confidentiality.
  • Exhibit proactivity, creativity, and flexibility in evaluating and resolving issues for the benefit of all stakeholders.
  • Organize and prioritize multiple tasks to meet both external and internal deadlines.
  • Maintain a professional demeanor that positively reflects on the organization during work and off-duty activities.
  • Demonstrate respect and courtesy towards clients, colleagues, business owners, funders, partners, volunteers, supporters, vendors, and all individuals we interact with.
  • Thrive in a collaborative work environment emphasizing teamwork, partnership, and exceptional customer service.
  • Respond promptly in all forms of communication, including email, phone, text, and in-person interactions.
  • Work independently with minimal supervision.
  • Perform additional duties as assigned.