Position Summary

This position is responsible for full service property and facility management of several University owned facilities, both office and lab spaces, that have both internal and external tenants. The position is required to directly perform duties related to property marketing and development and is the first line of response for tenant related issues to assure excellent customer service. The position is also responsible for coordinating timely and fiscally responsible facility maintenance, renewal and replacement planning, and minor facility renovations.

Duties & Responsibilities

Property Management: Marketing, Development and Tenant Customer Service

• Maximize occupancy by attracting new tenants to vacant spaces that are appropriate to the facility usage. Obtains referrals from current tenants, explains advantages of location and services, and show units to prospective tenants.

•  Working with the Real Estate office or appropriate unit to develop advertising materials to market available lease space.
• Develop proposals for potential tenants showing monthly costs, including common areas fees, etc.
• Coordinate execution of license (lease) agreements with the Real Estate office. Recommend additional terms that may be appropriate for a particular tenant but may require legal review. Negotiate lease terms in conjunction with the Real Estate office.
• Assess tenant business plans to ensure the tenants are viable and financially reliable.
• As the first line of response to tenant concerns, ensure excellent customer service is the focus as well as good fiscal management when proposing or delivering solutions to customer’s needs. Interface with tenants to ensure client satisfaction and identify opportunities for service improvement.
• Administer and monitor lease agreements to ensure University and tenant compliance and resolve lease violations and or related matters.
• Communicate violations to appropriate parties and recommend ways to eliminate infractions.
• Maintain property by investigating and resolving tenant complaints, enforcing rules of occupancy, inspecting vacant units and completing repairs.• Coordinate with Vice Chancellor for Finance staff to review rent delinquency reports and assist as needed with issues related to late payments.
• Must be organized and task oriented, able to work in a fast-paced, team-oriented environment with multiple deadlines, and adapt readily to changing priorities.

Facility Management

• Responsible for round the clock emergency building plans. Monitor building engineers, security and staff assigned to the spaces. Review recent city, state and federal legislation affecting emergency procedures, laws and codes to establish and implement emergency protocols for the buildings. Inspect emergency equipment in the buildings.
• Duties include initiation and oversight of building renovations, establishing and maintaining relationships with multiple building service providers, and overseeing building utilities costs.
• Oversee maintenance and repairs of mechanical, electrical, and plumbing building systems, trash removal, building cleaning, and window washing and landscaping, etc.
• Initiate, oversee and evaluate various service providers (housekeeping, landscaping, snow removal, building engineering, general facilities repairs) following university policies and procedures.
• Obtain proposals and quotes from vendors.
• Develop and establish agreements with contractors and service providers who deliver specialty services that are either not available through Facilities Management or for services that may be outsourced given the nature of these buildings.
• Work with various campus departments, including Environmental Health & Safety Office (EHSO), FM, Project Management, UIC Police, et. al. to ensure adherence to university policies and practices.
• Monitor utilities services to ensure their proper distribution.
• Regularly inspect facilities to ensure safe operations and maintenance.
• Develop building renovation plans to make them attractive for lease.
• Supervise building renovations or build-outs. Review architectural drawings to ensure compliance with federal, state and University regulations and proposed changes. Develop work scopes, drawings and budgets where necessary.
• Maintain databases-tenant occupancy, contact lists, waiting lists, preventative maintenance schedules, etc. to insure the smooth running of these facilities.
• Stays current with codes (ADA, Chicago and State of Illinois Building Codes, and all other applicable codes).

Financial Coordination

• Work with the Director and Assistant Director in VCF Office on financial review and budget development for the properties. Present to the Vice Chancellor as needed.
• Assist in establishing rental rates by surveying local rental rates of similar spaces and calculating overhead costs.
• Monitor operating costs and advise on cost-saving initiatives that result in maximized financial returns.
• Monitor building utilities charges.
• Assist with maintaining rent rolls and tracking costs.
• Assist senior management on development and update of policies related to the use of leased facilities.
• Perform other related duties and participate in special projects as assigned.