ESSENTIAL FUNCTIONS
1. Tenant Relations
- Manage overall tenant relations, tenant satisfaction and services delivery to tenants.
- Prepare and submit monthly tenant visit logs in a timely manner as required.
- Maintain positive communication with tenants regularly to ascertain their level of satisfaction with the building and service.
- Create and deliver presentations for tenant council meetings.
- Diffuse challenging situations with internal and external customers and provide support to direct reports.
2. Financial Planning & Accounting
- Prepare and submit accurate building operating and capital budgets in a timely manner.
- Participate in quarterly reforecast/snapshot process.
- Implement cost control procedures for operating costs.
- Monitor all building expenses.
- Review and approve invoices.
- Recommend major operating and capital expenditures for responsible properties and prepare long term plans.
- Track the preparation of tenant service invoices.
- Follow up on delinquent tenants and coordinate collection procedures as required.
- Respond to Common Area Maintenance (CAM) inquiries.
3. Operations
- Inspect assigned properties on a regular basis to ensure that properties are properly maintained, and quality of service is being provided.
- Review all leases to assure that tenants are receiving the proper level of service and that tenants are complying with lease terms. Respond to lease questions and issues.
- Responsible for monitoring reporting of the tenant work order request system. Assist with prioritization and provide analysis.
- Provide emergency and crisis 24-hour on-call service to respond to problems that occur and provide direction to staff and/or subcontractors. Disseminate information to leadership.
- Coordinate and facilitate transition from major fit out projects to operating properties.
- Manage the implementation of the preventative maintenance program and its operation.
- Provide regular updates to Asset Management regarding leasing, property status, etc.
- Identify and oversee bidding and submission of capital projects.
- Maintain a working knowledge of building systems with the ability to identify, implement and distribute best practices for maintenance to maximize the building useful life and operating efficiency.
- Ensure adherence to applicable safety measures set forth by Corporate Operations Safety teams to keep technicians and tenants safe.
- Partner with Energy Manager on property specific energy initiatives.
4. Leadership
- Develops staffing plans.
- Responsible for staff management including recruiting/hiring, goal setting, supervision, disciplinary actions, recognition, salary administration, performance reviews and terminations.
- Develops and trains staff to ensure high skill levels, technical competence, business continuity, and succession.
- Partners with Human Resources on employee development and planning initiatives.
- Responsible for the continued awareness of the CDP core values.
- Execute practices and activities to strengthen teamwork.
5. Vendor & Subcontractor Relationship Management
- Coordinate and facilitate all day-to-day activities between tenants, vendors/subcontractors, construction team, and property management in assigned properties.
- Prepare specifications, solicit bids, analyze, and approve subcontracts for building services.
- Maintain current contract files as prescribed by company contract policies and procedures.
6. Projects & Initiatives
- Lead or participate in large projects or business activities.
- Support new leasing.
- Partner with cross-functional teams to address business opportunities or challenges.
- Assist in planning, coordination, and implementation of organizational activities.
- Identify opportunity for process improvement.
SECONDARY RESPONSIBILITIES
- Assist as needed in due diligence and related requests.
- Provide brokers access to properties when requested. Ensure properties are ready to show to prospective customers.
- Maintain basic understanding of peers within market.
- Perform other job-related duties as assigned.
- Manage and maintain skills of Associate Property Manager, Property Coordinator, Property Assistant, and Administrative Assistant roles. Reference Property Management training guide.