Summary

The Property Manager is responsible for the management of real estate assets including any systems, tools, processes and staff to verify that buildings and grounds are being maintained to meet lease and Director of Corporate Real Estate expectations. The Property Manager is also responsible for oversight of leasing operations with external Landlords and internal Tenants at both retail Branches and Corporate Administrative Office (CAO). In addition, the Property Manger will manage and oversee Office Services, Space Management and Financial Planning/reporting and Vendor management.

Duties & Responsibilities

Performs duties and responsibilities in a manner consistent with our mission, values, and Service Standards.

Property Management

• Maintain a professional image to internal and external stakeholders.
• Develops and implements a customized tenant relations program.
• Monitor and coordinate requests to ServiceNow and follow-ups with on site managers as required.
• Initiates documents to authorize approval of service requests and payments of invoices.
• In conjunction with Facilities Manager, the Property Manager is responsible for receiving, assigning, tracking, monitoring, filing, and reporting status of all maintenance, repair, modification, and project work/service requests generated.
• Provides the coordination between the Branches/CAO, the Design & Construction Project Manager, and Facilities Manager to facilitate construction moving forward in a complete and timely fashion for properties within their management purview.
• Verifies Branch and CAO compliance of legal, governmental and lease Agreements.
• Performs continuous audit of lease information in property management database.
• Supervises move-in and move-out of internal occupancies to ensure smooth transition and adherence to the policies in place.
• Makes regular property inspections with Facilities Manager, Janitorial Services Vendor and Director of Real Estate as necessary.
• Subject to Supervisor's direction and approvals, attends community affairs and professional organizations (i.e. branch opening etc.).

Vendor Management

• Responsible for obtaining bids for building services.
• Develops and implements a customized vendor relations program to verify work completed and invoiced for.
• Follows appropriate internal approval processes.
• Prepares vendor and service contracts for Director's approval.
• Oversees performance of all service contractors engaged to perform contract services.
• Performs service contractor review and puts out specifications for bid.
• Verifies adherence to insurance requirements by all contractors and vendors.

Financial Management

• Develops and manages annual operating and capital budgets for the properties managed.
• Operates in accordance with the annual budget.
• Prepares monthly operating expense variance analysis for Director's review and discussion.
• Works with the Facilities Manager to audit expenses for proper allocations and operational efficiency.
• Approves invoices for payments.

Office Services Management

• Direct management of the Front Desk and Office Service staff.
• Review and assist in development of Office Services and Mailroom procedures for Mail room operations, Supply ordering and management, Storage area allocation and management, Office Services support of scanning, events and other duties as assigned.
• Oversee mailroom operations, supply ordering, storage, scanning and event execution.

Space Management

• Track department and personnel modifications within CAO and update floor plans appropriately.
• Continuous review of space utilization within CAO and provide recommendations for space optimization.
• Assist department leads in finding office, cubicles, and space for new hires and relocations.
• Develop an approval process for space utilization and needs.
• Communicate with various stakeholders timelines and requirements to provide space for new hires and relocations.

Personnel Management/Working Hours:

• Approves subordinate timecards, overtime requests and requests for expense reimbursement if/when applicable.
• Responsible for making arrangements to adequately cover property management while on vacation and other occasions when not available to be on duty. Available after business hours for emergencies.

Requirements

Education:

• Bachelor degree or equivalent in business, finance or real estate.

Experience:

• Or at least five years property management experience that include supervision, financial/fiscal management, and commercial real estate management.
• Strong interpersonal and organization skills as well as excellent written and oral communication a must. Must be able to travel. Job may require overnight travel. Has working knowledge of governmental rules and regulations such as ADA compliance.