Property Manager

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.