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Experienced Property Operations Manager

2 months ago

Fort Lauderdale, Florida, United States First Industrial Full time
Job Overview

General Summary

Under general supervision, oversees the daily management of designated properties. Ensures properties are maintained in optimal condition by coordinating and scheduling necessary repairs and maintenance. Responsible for various administrative tasks including completing lease documentation, maintaining property records, generating routine reports, tracking and processing financial data, and managing work orders.

The following outlines the general responsibilities associated with this role, although specific duties may vary by assigned area.

Key Responsibilities

  • Accountable for keeping assigned properties in excellent condition by sourcing and scheduling necessary repairs and maintenance. Evaluates various service providers to assess pricing and quality. Gathers bids from contractors and prepares service agreements. Collects insurance documentation from vendors.
  • Establishes and nurtures tenant relationships. Responds to tenant inquiries via phone, email, and requests for repairs. Conducts on-site visits to tenants. Refers tenants to service providers when necessary.
  • Assists in negotiating maintenance agreements with service providers. Reviews bids to ensure an appropriate level of service is maintained.
  • Handles administrative functions such as completing lease documentation, maintaining property records, generating routine reports, processing financial data, and managing work orders.
  • Assists in the development of property budgets for income, maintenance, and repairs. Inputs new acquisitions and annual property budgets into the database. Aids in the compilation of the annual budget report.
  • Supports the preparation of leases, abstracts, amendments, and related correspondence during lease negotiations. Aids in final inspections of expiring tenants, preparing necessary documentation, and other related tasks.
  • Responsible for financial operations including accounts payable and receivable. Reviews, codes, and processes invoices for payment, ensures timely vendor payments, collects overdue rent payments, and addresses accounting inquiries from tenants and corporate.
  • Prepares annual reconciliations of common area maintenance charges and real estate taxes for each tenant account and seeks to secure payment. Sends reminders to customers to encourage payment of overdue accounts. Engages with customers to determine reasons for delayed payments.
  • Stays informed of significant trends and developments in the field by monitoring competitor activities, industry publications, and feedback from clients.
  • Assists with the annual budgeting process. Aids in the preparation and revision of budget reports as needed. Contributes to the preparation of special summary reports and executive summaries as requested by management. Monitors established budgets.
  • May assist in the collection of rent, CAM, taxes, and other tenant billings. Contacts tenants for resolution while documenting efforts and seeks legal counsel when necessary.
  • Ensures compliance with all relevant policies and procedures as outlined in the Operations Manual.

Additional Responsibilities

  • Performs other tasks and duties as assigned. This job description is not intended to be an exhaustive list of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.

Knowledge, Skills, and Abilities

  • Knowledge of facilities and property management typically acquired through completion of a Bachelor's degree in business or property management.
  • Approximately five to seven years of related experience to gain expertise in property management, leases, vendors, and tenant relations.
  • Strong interpersonal and communication skills, both verbal and written.
  • Proficient written communication skills, including the ability to prepare accurate documentation and review, proofread, and check documentation for accuracy.
  • Computer skills necessary to enter and manipulate data and use standard software for communication, documentation preparation, and data analysis.

Physical Requirements

  • Occasional stooping and bending required when verifying completion of repairs or maintenance.
  • Extended periods of sitting required when using computer systems.
  • Work is performed in a standard office environment with minimal physical discomforts due to dust, dirt, noise, etc.
  • Frequent travel to properties within the assigned region is required.

Equal Employment Opportunity

First Industrial Realty Trust, Inc. is an Equal Opportunity Employer Committed to Diversity, M/F/D/V.