Property Manager
Woodbury, NJ
Remote/Hybrid
Summary:
The Property Manager is responsible for providing day to day property management services for assigned medical office, commercial office and retail properties. The Property Manager will supervise a staff of assistant property managers, property administrators, customer service managers and building maintenance personnel based on the size and needs of the assigned portfolio.
Essential Requirements:
The Property Manager is responsible for enhancing and maximizing the value of the owner’s investment in the property. Direct the Property’s business and operations to maximize its performance, profitable growth and return on investment. Travel to portfolio properties minimally on a quarterly basis. Plan, organize, and manage the activities of the property through the optimal utilization of resources to include new leasing and renewal leasing.
Key Responsibilities:
1. Develop a tenant relations program as it relates to building operations, comfort and maintaining a strong working relationship with each tenant. Meet with tenants as frequently as possible to obtain their comments and recommendations to ensure that operations and quality standards are maintained.
2. Responsible for the collection of tenant rents. Create and submit tenant delinquency report.
3. Assist brokerage team with leasing as requested.
4. Respond to and report all emergencies, major problems, or issues of major consequence affecting the portfolio to the Vice President, Operations - Property Management.
5. Manage staff to execute goal completion, initiatives, programs and objectives at their assigned properties.
6. Be familiar with, and abide by all requirement for Property Management Agreements, and understand all landlord and tenant obligations as outlined in lease documents.
7. Manage portfolio staff through implementation of effective training, motivation and development programs.
8. Secure bids for all service contracts for assigned portfolio. Prepare bid specifications, solicit competitive bids, and make recommendations regarding contracted services to the Vice President, Operations - Property Management
9. Monitor service request turnaround and ensure the responsiveness of the maintenance staff.
11. Work closely with the portfolio’s maintenance staff to ensure that the daily work activity succeeds in creating maximum cost efficiencies for the owner.
12. Maintain current files containing tenant and vendor certificates of insurance, tenant emergency notification information, building life safety security procedures, as-built drawings, building certificates of occupancy, warranty manuals and others records required for the efficient operation and administration of the property.
13. Manage and/or supervise tenant improvement projects and capital projects including oversight of bid process.
14. Manage property risk effectively by communicating incidents and potential liabilities.
15. Coordinate and manage energy management initiatives and sustainability programs.
16. Become Subject Matter Experts to be a resource and reference to their portfolio and the Company.
17. Initiate and authorize expenditures, appropriations and commitments, which are within the limitations of delegated authority and for those outside this level, recommend appropriate action.
18. Inspect each property on a regular basis to determine the efficiency and effectiveness of all personnel (including third party vendors).
19. Monitor weekly aged receivable reports and follow course of action for collection based.
20. Attend and participate in monthly property management meetings with all property management staff.
21. Review and evaluate the property’s financial and operational performance, meet or exceed established measures and benchmarks, provide explanations of variance to annual budgets, and when necessary, recommend modifications of annual plans.
22. Prepare timely monthly management reports to include, but not necessarily limited to, accruals, financial statements, construction/renovation reports, building operation reports, and budget variance reports.
23. As required, report to the Owner’s Representative in regularly scheduled meetings on all aspects of the portfolio’s financial performance and operations.
24. Prepare the annual operating and capital budgets for each property for review and approval by Senior Management and the Owner’s Representative.
25. Work with Senior Management, prepare a five year rolling capital improvement program which ensures that the portfolio maintains a superior image in the marketplace and introduces cost saving systems and materials to keep operational expenses to a minimum.
26. Conduct annual operational audits ensuring processes are in compliance with corporate policy.
27. Implement policies and procedures in accordance with published directives, local, State and Federal codes/laws and procedures to ensure compliance.
29. Participate in outside activities including civic and business organizations. Attend BOMA, IREM or similar organizations’ programs and activities for professional development. Develop and maintain relationships with “key” clients/tenants, industry and trade associations, government representatives, public service organizations and vendors.
30. Other duties as required and/or assigned.
Experience/Education/Certifications:
• Minimum 5 years of experience in commercial property management.
• Bachelor’s degree in Real Estate, Business, Finance or other related field is preferred.
• Real estate accreditation such as CCIM, CPM, RPA and/or real estate license preferred.
Experience/Skills:
• Strong effective leader with solid organizational and interpersonal skills.
• Ability to plan, assign, and direct the work of subordinate employees.
• Ability to think, act, and problem solve independently.
• Ability to effectively handle multiple, complex tasks simultaneously.
• Effective written and oral communication skills required.
• Strong computer skills, financial software, excel and other spreadsheets.
Other Requirements:
• Successful completion of drug screen and criminal background check.
• Willingness to work weekends and evenings as needed.
• Travel – will require occasional travel with some overnight required.
• Valid State Driver’s License and clear driving record.
Supervision/Contacts:
• Reports to the Vice President, Operations - Property Management.
• Daily contact with Tenant Contacts, Hospital Clients, Assistant Property Managers, Property Administrators, Building Maintenance Staff, and Customer Service Representatives.
• Daily contact with other employees, visitors, outside vendors, and clients.
• Regular contact with President and Owner’s Representative.
Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to have full range of mobility in upper and lower body, be able to reach over head, be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time, be able to lift, pull and push materials and equipment, specific vision abilities include close vision, distance vision, color vision, and ability to adjust focus, and be able to lift 35 pounds of weight occasionally throughout workday.
Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment. Secondary work environment: exposure to outdoor weather conditions, mechanical parts, fumes or airborne particles, toxic or caustic chemicals, vibration and a variety of extreme conditions at office and construction job sites. The noise level in the work environment usually ranges from moderate to loud.
Travel Requirements:
Travel to sites throughout the United States with some overnight travel required.
