Property Manager / Senior Property Manager

Company

Our client is a very established private owner / developer of industrial real estate that is based in the Greater Philadelphia Area. The Company is vertically integrated and has a 20 year track record of success. Their current portfolio is approximately 8M SF and is concentrated in the Mid-Atlantic (suburban Philadelphia, Southern New Jersey, and Central / Northeastern PA). The Company invests in and owns several different industrial asset types that includes warehouse / bulk distribution, flex industrial, and manufacturing.

Position

The Property Manager / Senior Property Manager (“PM/SPM”) will report to the head of asset management and be an integral member of the property management team. The PM/SPM will have operational and financial responsibility for a portfolio of industrial assets that are located in the Mid-Atlantic. Responsibilities will include tenant relations, vendor management, annual property budgeting, monthly property reporting, variance report analysis, capital project forecasting, capital project & tenant improvement project oversight, and coordination of tenant service requests and property maintenance.This position will also work cross functionally in support of the Company’s asset management and leasing functions. The ideal candidate will have a strong commercial real estate property management background and take a hands-on approach in managing the day-to-day operations of their properties.

Responsibilities

Tenant/Vendor Management:

• Maintain personal contact with tenants. Handle correspondence, telephone contacts, incoming mail and emails including confidential materials in a professional and expedient manner.
• Implement and assist on tenant retention practices.
• Act as a liaison between tenants and building ownership.
• Approve plans and procedures for handling requests or concerns from building tenants or occupants.
• Maintain and monitor work order system with maintenance crews and vendors.
• Build and maintain relationships with key clients, vendors, and stakeholders.
• Initiate vendor contracts and track job status from start to completion.
• Code and process invoices including tracking of utility.
• Calculate monthly utility billings to tenants, where necessary.
• Coordinate prospective tenant space planning and estimating tenant improvement costs while maintaining established building standards.
• Familiarity with operating provisions enumerated in lease agreements and tenants’ compliance with these provisions.
• Lease administration and regulatory compliance.
• Assist as needed with accounts receivable including late fees, CAM reconciliations, defaults, and disputes.

Database Management:

• Obtain and track Vendor and Tenant Insurance Certificates and current expirations.
• Track Vendor Contract expiration schedules.
• Maintain Tenant & Vendor contact information for daily and emergency contacts.

Operations Management:

• Monitor key property performance metrics to ensure operational excellence and cost control.
• Identify any process improvements to enhance efficiency and customer satisfaction.
• Prepare and manage budgets, forecasts, and financial reports to manage costs and help meet NOI goals.
• Develop and implement plans and procedures covering landscaping, sprinkler and fire safety, utilities, and maintenance.
• Develop proposals to initiate work and capital projects and oversee the timely construction of these projects in conjunction with the asset manager.
• Negotiate, evaluate and administer service contracts for suppliers and vendors on favorable terms.
• Manage and assist in the oversight of construction projects.
• Coordinate property tours including tenant spaces as needed with equity partners, lenders, brokers, appraisers, insurance carriers, etc.
• Regularly inspect tenant spaces, public, mechanical and ground areas to ensure property maintenance and cleanliness.
• Establish and implement preventative maintenance programs with the asset management team.
• Coordinate township applications and occupancy inspections.
• Ensure compliance with industry regulations, safety standards, and internal policies.
• Assist with the acquisition and disposition of properties as it pertains to gathering, assembling, and logging of due diligence information as directed by asset manager.
• Stay informed on industry trends, market dynamics, and emerging technologies to maintain a competitive edge.

Financial Reporting:

• Review of monthly, quarterly and annual financial reports for our lenders and investors.
• Prepare narratives for monthly reports submitted to equity partners.
• Complete budget preparation and analysis – primarily focused on capital expenditures and operating expense aspects of budget process.
• Assistance in preparation and collection of annual CAM reconciliations.

Qualifications

• 7 years of property management experience in commercial real estate (i.e., industrial, office, retail assets) as a property manager. Industrial property management experience preferred but not required.
• Bachelor’s degree or equivalent experience preferred. Designations such as CPM, ARM, and CCIM are a plus.
• Demonstrated ability to effectively communicate and build strong relationships with new and existing building tenants.
• Ability to effectively manage vendors and contractors associated with building operations, maintenance, or construction.
• Financial proficiency with forecasting and managing operating budgets, monthly reporting, annual reporting, capital ex budgets, construction bid evaluation, and variance analysis.
• Experience in managing the process for capital improvement and tenant improvement projects.
• Ability to prioritize workload and follow-up on assignments.
• Excellent problem-solving, analytical, and decision-making abilities.
• Possesses the qualities of always being professional, organized, reliable, self-motivated, courteous, patient and compassionate.
• Operate as a great team player but also have the ability to work well independently.
• Strong relationship-building and communication skills with internal and external stakeholders.
• Proficiency in Word, Outlook and Excel is required. Experience with MRI and Yardi is preferred.
• Ability to travel with regularity to properties being managed.