Commercial Property Manager

Real estate investment company is searching for a Commercial Property Manager/Director of Construction to manage existing properties within the state of Florida. The company is well established, organized and well structured.

Basic Function:

Run the Property Management Department in an effective and efficient manner to ensure all preventive maintenance and construction projects are completed by outside purveyors/contractors and Commodore Realty maintenance personnel within budget, on time and in a first-class manner so the properties are in safe, secure and good condition at all times.

Supervisor: President

Responsibilities and Duties include, but not limited to:

• Supervision of the property management team, maintenance staff, and contractors.
• Ensuring that all maintenance is handled in a timely manner and with professional decorum that reflects well on the property owner and Commodore Realty.
• Anticipate future maintenance and construction expenditures and put in motion to get items completed for a fair price as well as a timely manner.
• Prepare correspondences, RFP’s, Contracts, Service Agreements, default letters, review departments, and tenant chargebacks.

• When preparing RFP’s and Contract’s, the Property Administrator must understand the project completely. If needed, the Property Administrator must complete research and/or have conversations with multiple potential bidders and the professionals hired for the project and use what is learned from each conversation to write detailed specifications. Use forms.
• Upon receipt of multiple proposals for a project, organize and analyze the proposals to confirm they are all for the specified scope of work and to make a recommendation to the Executive Management on which purveyor you believe we should use for the project.
• Maintenance completion of projects, ensuring work completed correctly and to the highest standard.
• Close out of projects
• Ensure no liens are filed on properties.
• Ensure all construction punch lists are completed with the professional standard that meets the approval of not only the local, state and federal laws but to the standard acceptable to Commodore Realty.
• Continuously use and update the property management policy and procedures manual as well as all forms to streamline processes and ensure efficient and consistent dealing with issues that arise.

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• Monitor/supervise telephone calls from tenants and patrons regarding any maintenance issues or requests for maintenance.

• Track service requests made by tenants, their employees, patrons, and purveyors by creating work orders and then assign the task to the appropriate in-house maintenance technician or outside pre-approved purveyor. Monitor each work order issued until completion.
• Direct, prioritize and keep the department operating efficiently. Prepare weekly schedules for maintenance staff by using the Tracking List, punch lists from inspections, and open work orders. The Maintenance staff must be scheduled 2 months in advance at all times.
• Hold the maintenance staff, purveyors, and contractors accountable for fair pricing, completion of work in a timely manner, and completion of work in a workmanlike fashion.
• Ensure all maintenance, janitorial, or other supplies for company maintenance employees and hired purveyors are ordered in a timely manner and for a fair price so they are available as needed.
• Ensure all incoming statements, invoices, and receipts related to property management and company credit cards are being processed in a timely manner and coded correctly. Coded to the corresponding shopping center and ledger so that Accounting can post the charges and cut payments. Property Manager approval limit for invoices is capped at $10,000.00 unless the invoice is a recurring invoice.

• INVOICES IN QUESTION should not be approved. All invoices must be understood and the associated work confirmed, inspected before being approved.
• Assemble and Review maintenance team timesheets to verify team is working efficiently and time is coded to the appropriate ledger prior to them being submitted to accounting for processing payroll/maintenance billing.

• Property Administrator is responsible for all time sheets being submitted in Accounting on a timely basis so as not to delay processing payroll.
• Work with the Director of Leasing and Tenant Relations to ensure Tenant move-ins/build-outs and final Tenant move-outs occur seamlessly.

• This includes, but is not limited to, making sure utilities are turned into and out of the Tenant’s name immediately, Security Deposit Claim letters are always sent out within fifteen (15) days of the Tenant moving out, vacant spaces are quickly turned into show condition, the Tenant’s build-outs are completed in a professional manner and that new tenants are open for business no later than their rent commencement date.
• Work with tenants in a productive manner to ensure their buildouts are completed in a manner that fulfills their lease obligation per all applicable codes/laws and will provide them the best opportunity for long term success.

• Ensure the Property Tracking List is kept up to date at all times. Meet with Facility Managers and purveyors to discuss projects that are to begin, ongoing and completed by using the Tracking List. All updates and changes will be conveyed to the Assistant Property Manager for updates on the next distribution of the Tracking List.

• Keeping organized files on each project. File documentation in its appropriate file; tenant or working files. The filing must always be in chronological order.
• Ability to manage and track multiple projects simultaneously. Any issues or complaints by tenants or customers must be documented and discussed with office manager/supervisor for decision on how to address.
• Continually make additions/corrections to the purveyor contact list so it is updated/improving at all times. Submit any corrections/updates to the Tenant contact list to the office administrator to ensure that the list is kept up to date.
• Prepare the expense portion of the annual budget for each property. Budgets must include both recurring expenses and capital expenditures planned for the upcoming year. A first draft of the budgets are due no later than September 15 and all budgets must be finalized by November 1 of each year.
• Must work on excellent tenant and purveyor relations at all times.

• Always remember Tenants are the lifeblood of our business.

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• Assist with special projects.
• Be available and answer company provided cellular for emergencies at all times.
• Property Inspections: conduct random fire and safety inspections to ensure all properties are at minimal risk to potential lawsuits.

• Inspect each assigned shopping center on a monthly basis by using company-issued inspection reports for the roof, building- both interior and exterior, parking lot and lights and landscaping.
• Minimum of once a month inspect the shopping centers at night to ensure parking lights are in good working order and to ensure there is not an excessive amount of loitering or vagrants that may create a security issue.
• Inspect all work performed by our in-house maintenance technicians and if completed in a satisfactory manner and sign off the Tracking List and Work Orders as completed.
• Ensure the safety of the tenants and patrons visiting each shopping center by ensuring all maintenance issues are resolved quickly and efficiently by the guidelines set not only by Commodore Realty but by our insurance carrier.
• Preparing each shopping center for the upcoming hurricane season through inspections/testing of hurricane shutters where available as well as recurring (i.e. tree trimming) and preventive maintenance.

Work independently to calmly analyze and think through issues that arise to implement the best and most cost-effective solution

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 12 hour shift
• 8 hour shift

Ability to commute/relocate:

• Key Biscayne, FL 33149: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Property management: 4 years (Required)

Work Location: One location