Property Manager (M-7033)
Poline Search Partners, New York, NY, United States
SUMMARY
The Property Manager is responsible for the professional management of all assigned retail properties including, but not limited to, tenant relationship management, facility maintenance, vendor management and property accounting/ reporting. The Property Manager is primarily responsible for efficiently managing operational and capital property expenses to drive investment value. This position will report to the Vice President of Property Management.
RESPONSIBILITIES The responsibilities of this position will vary significantly from day to day and week to week.
Property Maintenance & Vendor Management
Conduct regular property visits as required to ensure the property presents well in the trade area and is operated in a first-class manner and according to company standards.
Identify potential repair, maintenance, and capital issues before they become material.
Resolve repair & maintenance problems in a timely & effective manner to minimize disruptions to property & tenant operations.
Identify opportunities to reduce operational and capital expenses.
Develop preferred vendor list based on property and geographic needs.
Bid, negotiate, scope, and supervise vendor services and payments for all repairs and maintenance projects.
Ensure all properties comply with governmental codes and ordinances as well as loan requirements.
Update and maintain property condition reports with respect to roofs, HVAC units, parking lot, etc.
Capital Project Oversight
Collaborate with Construction Manager on capital projects including tenant buildout, TI/ TA.
Tenant Relationship Management & Leasing
Develop constructive relationships with existing tenants.
Respond in a timely manner to tenant requests for repairs and maintenance and promptly address other tenant inquiries, problems, or complaints.
Monitor and enforce tenant’s lease compliance to include, but not limited to, collection of COIs, tenant sales (if applicable), tenant financial reports, etc.
Negotiate renewals and extensions with existing tenants. Assist the Leasing Department as needed for new leases.
Coordinate move-in for new tenants and move-out inspections for tenants vacating their space.
Assist with the preparation of rent commencement letters, delivery notices, etc., for new tenants.
Property Accounting & Financial Reporting
Develop annual property budget and any reforecast.
Approve all invoices and code expenses to the appropriate GL codes.
Review monthly and year-to-date property financials and prepare variance explanations.
Monitor budget vs. actuals vs. underwritten financials monthly.
Prioritize the timely collection of accounts receivable balances.
Ensure tenant billbacks for utility usage are processed timely and accurately.
Review prior year CAM reconciliations prepared by Accounting Department and work with tenants to resolve any discrepancies and collect past due balances in a timely manner.
Legal & Government & Leasing
Work with Legal Department to address any operational, legal or tenant issues that may arise.
Develop relationships with applicable local governmental officials to assist with operations.
REQUIREMENTS
5+ years of recent retail property management experience handling unanchored & anchored centers in multiple states.
Strong verbal & written communication skills both externally & internally and at all levels within the organization.
Strong understanding of retail property financials and managing assets to maximize
Strong understanding of retail leases and vendor contracts & solid negotiation skills.
Strong project and vendor management experience with a drive to deliver projects on time and on budget.
Excellent time management skills with ability to prioritize, organize & successfully balance multiple tasks & deadlines.
Must be able to exhibit initiative and work both independently and in a team environment.
Must have a strong work ethic, ability to work in a fast-paced environment and possess a “problem solving” attitude.
Proficiency with Microsoft Office software (Excel, Word, Outlook) & some experience with enterprise property accounting software such as MRI or YARDI.
Willing and able to travel as required.
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RESPONSIBILITIES The responsibilities of this position will vary significantly from day to day and week to week.
Property Maintenance & Vendor Management
Conduct regular property visits as required to ensure the property presents well in the trade area and is operated in a first-class manner and according to company standards.
Identify potential repair, maintenance, and capital issues before they become material.
Resolve repair & maintenance problems in a timely & effective manner to minimize disruptions to property & tenant operations.
Identify opportunities to reduce operational and capital expenses.
Develop preferred vendor list based on property and geographic needs.
Bid, negotiate, scope, and supervise vendor services and payments for all repairs and maintenance projects.
Ensure all properties comply with governmental codes and ordinances as well as loan requirements.
Update and maintain property condition reports with respect to roofs, HVAC units, parking lot, etc.
Capital Project Oversight
Collaborate with Construction Manager on capital projects including tenant buildout, TI/ TA.
Tenant Relationship Management & Leasing
Develop constructive relationships with existing tenants.
Respond in a timely manner to tenant requests for repairs and maintenance and promptly address other tenant inquiries, problems, or complaints.
Monitor and enforce tenant’s lease compliance to include, but not limited to, collection of COIs, tenant sales (if applicable), tenant financial reports, etc.
Negotiate renewals and extensions with existing tenants. Assist the Leasing Department as needed for new leases.
Coordinate move-in for new tenants and move-out inspections for tenants vacating their space.
Assist with the preparation of rent commencement letters, delivery notices, etc., for new tenants.
Property Accounting & Financial Reporting
Develop annual property budget and any reforecast.
Approve all invoices and code expenses to the appropriate GL codes.
Review monthly and year-to-date property financials and prepare variance explanations.
Monitor budget vs. actuals vs. underwritten financials monthly.
Prioritize the timely collection of accounts receivable balances.
Ensure tenant billbacks for utility usage are processed timely and accurately.
Review prior year CAM reconciliations prepared by Accounting Department and work with tenants to resolve any discrepancies and collect past due balances in a timely manner.
Legal & Government & Leasing
Work with Legal Department to address any operational, legal or tenant issues that may arise.
Develop relationships with applicable local governmental officials to assist with operations.
REQUIREMENTS
5+ years of recent retail property management experience handling unanchored & anchored centers in multiple states.
Strong verbal & written communication skills both externally & internally and at all levels within the organization.
Strong understanding of retail property financials and managing assets to maximize
Strong understanding of retail leases and vendor contracts & solid negotiation skills.
Strong project and vendor management experience with a drive to deliver projects on time and on budget.
Excellent time management skills with ability to prioritize, organize & successfully balance multiple tasks & deadlines.
Must be able to exhibit initiative and work both independently and in a team environment.
Must have a strong work ethic, ability to work in a fast-paced environment and possess a “problem solving” attitude.
Proficiency with Microsoft Office software (Excel, Word, Outlook) & some experience with enterprise property accounting software such as MRI or YARDI.
Willing and able to travel as required.
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