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Commercial Property Management Specialist

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 tasks. This includes overseeing operations, maintenance, tenant interactions, 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 solid background in retail property management and be proficient in YARDI software for lease administration, budgeting, and CAM reconciliations, alongside exceptional organizational abilities. This position requires on-site presence and may involve availability during evenings and weekends.

Core Responsibilities

Tenant Engagement

  • Act as the main contact for tenants, addressing their inquiries, concerns, and requests in a timely and professional manner.
  • Manage tenant move-ins and move-outs, ensuring smooth transitions.
  • Build and maintain positive relationships with tenants to encourage lease renewals and high occupancy rates.

Property Oversight

  • Supervise 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.
  • Establish and enforce property management policies and procedures.

Financial Oversight

  • Collaborate with the General Manager and property management team to complete monthly and quarterly reports, as well as annual budgets, ensuring all deadlines are met.
  • Coordinate with property accountants on billing adjustments, ensuring accurate and timely processing.
  • Manage monthly accounts receivable collections as directed by the General Manager.
  • Prepare Common Area Maintenance (CAM) estimates and reconciliations.
  • Review reconciliations with the General Manager for approval and ensure proper distribution of year-end reconciliations.
  • Process accounts payable efficiently.
  • Utilize YARDI for various reporting duties, including Rent Rolls and A/R reports.
  • Collect and input sales data into the accounting system or Excel, generating sales reports as needed.
  • Monitor real estate tax deadlines and ensure timely processing of payments.

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.
  • Assist the General Manager in coordinating tenant improvement and capital projects, ensuring they stay within budget and on schedule.
  • Work collaboratively with various departments to implement portfolio-wide initiatives and process enhancements.

Marketing Collaboration

  • Partner with the marketing team to execute events and promotions that enhance property appeal and increase foot traffic.
  • Coordinate with security and operations teams to ensure event logistics and safety measures are in place.
  • Support marketing efforts through property promotions and community engagement initiatives.

Lease and Contract Management

  • Assist in leasing activities, including tenant prospecting, lease negotiations, and renewals.
  • Communicate with brokers and internal stakeholders to maintain momentum in retail leasing.
  • Prepare and process vendor agreements.
  • Document incidents and liaise with insurance providers as necessary.

Administrative Duties

  • Organize new tenant files according to client specifications.
  • Coordinate the distribution of tenant statements and assist with any inquiries.
  • Prepare necessary correspondence for new tenants, including possession and commencement letters.

Qualifications

  • Bachelor's degree in business management, finance, accounting, or a related field is preferred.
  • A minimum of three years of property management experience, particularly in retail.
  • Experience in retail and commercial property operations, tenant relations, construction, and financial reporting.
  • A real estate license is preferred.
  • Advanced proficiency in MS Office applications and YARDI is preferred.
  • Experience working with institutional landlords is a plus.

General Responsibilities

  • Regular attendance is a fundamental requirement of this role.
  • Maintain a safe work environment and uphold confidentiality.
  • Demonstrate proactivity and creativity in addressing issues for the benefit of the organization.
  • Effectively prioritize multiple tasks to meet deadlines.
  • Exhibit professionalism that positively reflects on the company.
  • Show respect and courtesy to all stakeholders.
  • Thrive in a collaborative work environment focused on teamwork and exceptional customer service.
  • Respond promptly to all forms of communication.
  • Work independently with minimal supervision.
  • Perform additional duties as assigned.