Description

SUMMARY

The Property Manager is responsible for the day-to-day operations of an assigned portfolio of properties, including tenant and client relations, asset integrity, financial performance, capital projects, and administration of lease documents.

RESPONSIBILITIES

Operations

• Demonstrate clear understanding of company and client driven operational and financial goals and objectives, effectively communicating and collaborating with other URG team members to ensure metrics are met and high level of service is provided
• Develop and promote a sense of community at the properties through thoughtful implementation of tenant engagement initiatives, including but not limited to tenant events, building-wide challenges to create friendly competitive spirit and ongoing outreach 
• Assist with tenancy of the building and leasing efforts; ensure vacant spaces are in show ready condition, oversee tenant move-in and move-out process and ensure Landlord obligations as required by the lease are fulfilled
• Manage vendor relationships to ensure service expectations and contract obligations are met, costs are within budget and/or opportunities for expense savings are identified where possible
• Review and manage service contracts for ongoing building services (janitorial, window washing, parking, landscaping, HVAC, elevator etc.) as well as one-time projects in compliance with Owner guidelines. 
• Collaborate with Engineering team to ensure the fire/life safety program is in place, complete annual fire drills, staff training and tenant & floor warden training
• Execute on Building Improvement program, including bidding, contracting and managing projects once under contract.  This includes ensuring project timeline and budget goals are achieved, and communication with key stakeholders.
• Conduct regular property inspections per Property Inspection Program, noting items that should be addressed or budgeted for in future years if funds are not available in current year
• Ensure current tenant and vendor certificates of insurance are on file and that client and company requirements are strictly adhered to
• Ensure the security and safety of all building occupants, including tenants, contractors/vendors and visitors, demonstrate clear understanding of and ability to execute Company and Client established emergency response procedures.  Participate in training and “on call” responsibilities as required.
• Review new lease documents before they are entered into accounting system, proactively identifying and ensuring appropriate documentation of any changes
• Review and maintain current rent rolls and stacking plans for assigned portfolio on a monthly basis

Financial

• Prepare monthly and quarterly financial reports, including executive summary, variance comments, AR narrative, and reforecasting.  Collaborate with Leasing/Project teams to ensure Leasing and Construction updates are included. 
• Prepare and present annual operating budgets, including income, expenses, escalations and capital.  Collaborate with Leasing/Project teams on Leasing assumptions and construction projects.  Budget requirements vary by property.
• Review and approve annual CAM/tax estimate and reconciliation process, including expense gross-ups and tenant expense pools, and annual calculation of CPI increases
• Develop and present recommendations for un-budgeted projects to Property team and clients
• Participate in the preparation of the 5-year capital plan.  Demonstrate ability to track capital projects from year to year and make appropriate recommendations based on clients’ objectives.
• Make recommendations to improve net operating income by increasing revenues and/or decreasing operating expenses
• Review and approve monthly rental updates (recurring charges), ensuring accuracy before they are posted
• Provide accrual/re-class information to Accounting team each month as part of financial reporting process
• Effectively manage A/R process, ensuring process is followed relative to and follow up with delinquent tenants promptly
• Approve invoices, ensuring proper coding
• Oversee tenant billback process, ensuring they are invoiced for work in excess of services provided per the lease
• Establish relationships with tenants and vendors, ensuring best-in-class service

Qualifications

SKILLS ABILITIES

• Excellent organizational skills and ability to multi-task and prioritize               
• Effective business writing and communication skills
• Customer service oriented

MINIMUM QUALIFICATIONS

• 3 - 4 years full time experience managing commercial properties including experience with significant operational issues such as operational emergencies or building renovation
• Proficient in MS Word and Excel     
• Yardi experience preferred, but not required
• Associates degree in Business Management preferred
• Demonstrates professionalism in every aspect of work performance including positive, enthusiastic attitude