Property Manager

Summary:

This position is independently responsible for the daily operations and leadership of the financial and physical management of the assigned commercial real estate portfolio. This position ensures the long-term occupancy of the property by providing the highest possible level of customer service to tenants and maintaining the appearance of the assigned property to company standards. In general, this position is responsible for managing tenant relationships, property operations and costs, approved capital expenditures and the tenant improvement process. The Property Manager provides direction and training to administrative and technical personnel as necessary to meet all Company standards; assists and proactively collaborates with other CP Group team members as required and successfully completes all assigned projects as directed and required from time to time.

Essential Responsibilities:

Customer Service/Tenant Interface:

• Ensure all CP Group customers and tenants know you can assist them in their real estate needs
• Ensure timely collection of rents from tenants due per lease agreements with persistent follow up on delinquent payments, while maintaining tenant satisfaction of property management service
• Perform regular property inspections to guarantee that services are performed at the appropriate level of exceptional standards
• Oversee with office team move-in process to tenant’s satisfaction
• Visit tenants regularly and maintain a positive, productive, and professional relationship
• Complete documents pertaining to lease administration and coordinate all required activities
• Assist with tenant renewals, expansions and contractions including coordination of move-outs

Property Inspection and Maintenance:

• Regularly inspect and evaluate all building components, equipment, systems and grounds to ensure that the appearance and operation of the properties meet Company standards
• Ensure coordination of routine services and 3rd party vendors and emergency response activities
• Work with Chief Engineer and other team members to proactively develop, enhance and maintain emergency procedures and preventive maintenance programs
• Maintain tenant request/contact logs and ensure requests are responded to in a timely fashion
• Monitor and review preventive maintenance programs   

Work Orders & Contracts:

• Fully utilize the work order system, as it relates to your portfolio, to ensure that tenant service calls are handled to 100% customer satisfaction
• Work with team to ensure that bids are obtained from various vendors and help select appropriate vendor to perform work
• Oversee to ensure that work performed by contractors is performed timely and appropriately
• Oversee that service contracts are administered and renewed as needed. 
• Meet Company requirements regarding bidding and insurance levels
• Ensure the portfolio you are assigned meets/exceeds all Company internal audit standard requirements

Budgets/Financial Control:

• Prepare and execute annual operating budgets; actively participate in the capital planning process
• Oversee purchasing for supplies and services in accordance with annual budget and within spending limits and guidelines
• Approve all payable invoices
• Prepare monthly operating reports to clients and report on budget vs. actual operating variance
• Manage collection of accounts receivable and tenant default situations
• Develop scopes of work for capital projects, bid all work, and coordinate the execution of these projects

Tenant Improvements:

• Work on tenant improvement construction projects and tenant renovations, including review of blueprints with Chief Engineer
• Regularly obtain estimates for proposed interior tenant improvement construction projects, in support of the leasing team
• Provide required project status updates and participate in tenant improvement reviews
• Coordinate progress meetings and/or project planning to stay within schedules and on budget
• Manage job cost/tracking sheets, punch lists and close out projects

Activity and Status Reports:

• Oversee property activities and tenant relations
• Ensure all managed sites are operating according to state and local building codes
• Ensure emergency evacuation procedures and life safety systems are updated and in effect
• Develop required updates and summaries of property activities and tenant relations

Management & Leadership:

• Ensure all managed sites are operating according to state and local building codes
• Determine property staffing requirements; hire and train staff accordingly
• Supervise property staff according to overall company policy
• Set employee goals and objectives; communicate and monitor progress
• Develop staff to maximize potential
• Monitor staff performance including performance reviews
• Delegate work duties to staff to attain objectives
• Allocate use of available resources
• Monitor and assist staff with work duties and projects
• Evaluate current business processes and systems
• Plan and implement procedures and systems to maximize operating efficiency
• Establish and maintain controls
• Responsible for the achievement of property productivity and quality goals
• Additional duties as assigned

Qualifications:

• 3-5 years of property management experience with demonstrated track record of success. (Class A Office experience preferred)
• Demonstrated commitment to customer service and a track record of exceeding customer expectations.
• Self-starter with highly effective independent work skills that can function effectively within a team environment.
• Excellent time management and organizational skills with a proven ability to meet deadlines
• Ability to work collaboratively within a diverse team of assertive personalities.
• Capable of delivering results on time, on budget.
• Strong negotiation skills.
• Project Management experience.
• Working knowledge of construction processes and AIA contracts, RFI’s, change orders, invoice processing, drawings, specifications and terminology.
• Well-developed analytical, interpersonal and communication (both written and verbal) skills.
• Proficiency with Microsoft Office software.
• CPM, CFM or RPA designation and state real estate real estate license a plus.
• Must successfully complete background screening

CP Group is an Equal Opportunity Employer