Commercial Property Manager  

The Commercial Property Manager position supports and assists in the management of commercial real estate. He is involved in all aspects of day-to-day operations of the property, including accounting, tenant relations, maintenance and repair, security, janitorial services, landscaping, trash disposal, etc. He handles tenant complaints and service requests, and must be familiar with the terms of tenant leases. The Property Manager assists in the preparation of the annual budget, reporting and financial performance of the property.

Specific Duties

• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue.
• Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
• Ensure that property and lease files are properly maintained and kept up to date in accordance with company policy.
• Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding house rules, emergency procedures, and similar.
• Ensure that emergency evacuation procedures are in place and life safety systems are operating effectively.
• Oversee all preventive maintenance programs and ensure that the information is entered properly in the portfolio’s work order and preventative maintenance records.
• Negotiate all service contracts under the direction of General Manager
• Oversee tenant improvement construction projects and capital improvements.

General Duties

• Prepare and send memos, faxes, email, maintain files, prepare expense reports and other administrative forms, copying, and arrange for courier service and overnight deliveries.
• Maintain office clerical, filing and record keeping systems.
• Coordinate production and ordering of signs, tenant identification, etc.
• Assist in the production of monthly and annual reports.
• Assist in preparation of transaction (such as sale and purchase) related documents.
• Maintain contact and other databases for company.
• Aid in the production of departmental reports (e.g. business plans, financial statements, RFPs).
• Maintain adequate inventory of all office supplies and contact all vendors when maintenance is required on general office equipment.
• Coordinate regular inventories of all business property.
• Contractor coordination.
• Coordinate tenant move-ins.
• Obtain estimates/bids for repairs at the property. Generate and track Service Orders, approvals and distribution.
• Sort, code and ensure accuracy and compliance with contracts of all property related invoices.
• Coordinate and schedule appointments, on-site & off-site meetings and conference calls.
• Collect and organize all property information in a format for quick reference.

Financial

• Detailed verification of all invoice amounts and information with approved Service Orders or Contracts.
• Investigate cost reduction opportunities.
• Assist corporate accounting with questions related to the property and resolution of vendor issues.

• Graduate of Electrical or Mechanical Engineering (preferred), Business Administration/Management or similar.
• 7-8 years experience in Commercial Real Estate industry (town center or community mall management or residential with commercial aspect).
• Proficient in Building administration, Building repair and maintenance, Leasing and tenant relations
• Experience in Marketing and promotion of spaces
• Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.
• Able to effectively prioritize and multi-task.
• Excellent people skills.
• Ability to effectively communicate both orally and in writing with peers, managers and clients.
• Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
• Proactive, initiate follow-through.