JOB DESCRIPTION PROPERTY MANAGER

Transcription

1 JOB DESCRIPTION PROPERTY MANAGER QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION/EXPERIENCE High school diploma or general education degree (GED) a must. Associates or Bachelor degree strongly preferred and advanced degree a plus. Industry accreditation and/or designation are also preferred. Minimum of five (5) years of commercial real estate or property management experience including budget preparation/financial reporting, familiarity with building systems, lease negotiation, documentation and administration. Must have at least two (2) years experience at managing people; specifically a staff of two (2) or more for at least two (2) years. Obtain the required real estate license within your jurisdiction, i.e. a sales persons license or a property management license. COMMUNICATION SKILLS Ability to read, analyze, and interpret legal documents (lease documents, claims of lien, etc.), general business periodicals, professional journals, technical procedures, or government regulations. Ability to produce well-written reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers and the general public. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, prorations, percentages, basic calculation of measurement of rent, parking fees, and late fees. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to analyze, interpret and explain financial statements and calculate dollar and percentage variances. Possesses proven financial and accounting acumen including clear understanding of cash and accrual accounting procedures REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with variety of concrete variables in situations where only limited standardization exists. Ability and respond to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Strategic thinker with strong implementation orientation. OTHER SKILLS AND ABILITIES - Proficient knowledge of Microsoft Office/Suite, and any other software program or piece of technology identified as standard for Jones Lang LaSalle or requested by the Client. Must have working knowledge in various budget applications. PHYSICAL DEMANDS In compliance with The American s with Disabilities Act (ADA), the General Manager s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply: Is regularly required to sit for long periods of time. The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl. Reading Video Display Terminals, order forms and other written documents. Lifting a minimum of thirty-five (35) pounds. Using and accessing stairwells during emergencies. Using keyboards for typing and computer input. Hearing, speaking and answering the office telephone system. 1

2 ESSENTIAL DUTIES and RESPONSIBILITIES include the following. Other duties may be assigned. Develops, gains consensus for, and implements the Management Plan for assigned assets. Establishes written goals and objectives for employees directly reporting to the role of general manager. Conducts periodic formal and informal performance evaluations. Develops training program and career path for property employees. Assures succession planning. Prepare and/or review the annual jurisdictional forms and filings as required. (i.e. Income & Expense, Real Estate Tax payments, Property Tax fillings, etc. Prepares the final budget documentation (i.e., explanatory notes.) Plans and administers budget for the office building(s). Inspects facilities and equipment to determine extent of service and equipment required. Recommends, justifies, develops and coordinates projects that enhance the value of the office buildings. Works with Chief Engineer to assign employees to duties such as maintenance, repair, or renovation and obtains bids for additional work from outside contractors, pursuant to client and Jones Lang LaSalle guidelines. Capable of managing construction projects such as tenant improvements, restroom renovations and major repair and maintenance projects, etc. Reviews construction specifications or plans, obtaining advice from the General Manager, Chief Engineer, Operating Engineers and/or engineering consultants. Supports Leasing Specialist in the preparation of lease and/or rental agreements and is responsible for lease administration process. Upon execution of the Lease, PM assists the Project Manager (if applicable) and Chief Engineer in the tenant construction coordination process, prepares the set-up of accounting information to collect specified rents and develops lease abstracts. Maintains intimate knowledge of lease agreements; ensures compliance from an accounting standpoint and acts upon from an operations point of view. Works with Client Accounting Services (CAS) in Westmont to manage the accounting process and directs on-site bookkeeping functions and collection process. Oversees the development and revision of written accounting procedures for the office buildings aimed toward an appropriate level of control for cash receipts and deposits. Assist CAS in the development of written policies and procedures for tenant rent collections and extension of credit terms to tenants within client parameters. Participates in second level collection discussions and writes default letters consistent with obligations and rights within the Lease. Reviews account aging reports to ascertain status of collections and balances outstanding and to evaluate effectiveness of current collection policies and procedures. With approval from the client, submits tenant accounts to attorney or agency for collection. Assists with eviction of tenants in compliance with court order and directions from specified attorney and client. Prepares adjustments to tenant billing process. escalations, recoveries, special charges, etc. Has a strong knowledge and understanding of CPI increases, Arranges for alterations to, or maintenance, upkeep, or reconditioning of facilities as specified in the operating budget, management plan and/or management services agreement and of leased premises as dictated by lessee's agreement. 2

3 Employs or contracts for onsite management and engineering personnel, as delineated within the operating budget, management plan and/or management services agreement. Submits hiring recommendations to General Manager for approval. Competitively bids and prepares all service contracts to assure high quality and cost effective services. Assembles and analyzes contract bids, and submits bids, recommendations and standard form contract agreement to Vice President for execution. Acts as primary contact for service contractors and vendors. Participates in group bid process as appropriate. Maintains role as secondary contact for tenants relative to tenant service requests. Proactively meets with tenant representatives on scheduled basis. Communicates regularly with the Property Administrator, providing necessary support and information to this primary tenant contact. Approves purchases of supplies and equipment for use at managed office buildings. Prepares and/or reviews financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases. Prepares and/or reviews financial reports for client on monthly, quarterly and annual basis complying with requirements in management services agreement, with copy to the General Manager. Analyzes financial statements to project future financial position and budget requirements. Prepares and/or reviews periodic inventory of building contents and property condition, and forwards listing to client for review. ADDITIONAL DUTIES and RESPONSIBILITIES for all Property Manager roles include: Inspects all properties on a regular basis to ensure building operations are performing according to Jones Lang LaSalle standards and procedures. Manages the development, of the Assistant Property Manager and/or Property Administrator, of the Quality Tenant Service ("QTS") program. In addition, oversees the implementation of the QTS program at assigned buildings. Prepares annual submissions for review by the General Manager for the Jones Lang LaSalle Property Awards Program and industry awards (e.g., BOMA TOBY award.) Directs the development, revision and implementation of property manuals and on-line systems. Ensure that emergency evacuation procedures are in place and life safety systems are operating effectively and that 4-Sight is kept updated on a regular basis. Coordinates response to more complicated tenant service requests and assures follow-up. Responds to lease-related concerns. Establishes, communicates and manages the tenant move-in/move-out process to minimize disruption to established tenants. 3

4 Assists Chief Engineer in meeting the assigned criteria within the Operations Audit. Assures compliance with Management Audit with the assistance of the Property Administrator. Assures compliance with Jones Lang LaSalle policies, procedures and standard practices. Oversees the Property Administrator in the preparation of office equipment leases and maintenance agreements. Assures that appropriate insurance requirements are in place for all properties. Cross-sells all Jones Lang LaSalle services. Participates in regional and national property management initiatives. Capable of independently managing a mixed use portfolio of one (1) or more buildings, in excess of 200,000 s.f. LEED Accreditation is recommended. SUPERVISORY RESPONSIBILITIES Directly supervises employees reporting to the assigned buildings. Carries out supervisory responsibilities in accordance with the policies enumerated within the Jones Lang LaSalle Personnel Handbook and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Knows, understands and sets an example relative to the policies within the Jones Lang LaSalle Personnel Handbook. TO APPLY: Submit resume & cover letter to Kerry Hurley, Senior General Manager, at Kerry.Hurley@am.jll.com. 4

5 SUMMARY The Property Manager (PM) functions together with the General Manager as the professional-in-charge of the specific asset(s) under management. As the lead professional, the PM is responsible for all aspects of client and tenant satisfaction. Of specific importance is achieving stated financial results (NOI and cashflow) and operating objectives (leasing, capital improvements, system enhancements, tenant satisfaction, operating expense control, etc.). The PM is responsible for working directly with the General Manager and client to ensure a thorough understanding of its investment objectives and the development of acceptable property-specific strategic plans and operating and capital budgets. Once developed, the PM must oversee the implementation of approved initiatives and programs by managing and coordinating the efforts of the property team (e.g. leasing specialists, vendors, contractors, and building employees). The PM is responsible for the management, supervision, and professional development of all building personnel (e.g., Chief Engineer and engineering staff, Property Administrator, etc.). Ensure 100% compliance with Jones Lang LaSalle IPMP process and core practices and coordinate with immediate supervisor and HR to address any personnel performance issues. Additionally, the PM is responsible for representing Jones Lang LaSalle Americas, Inc. in the local and regional business and real estate community in order to promote Jones Lang LaSalle s reputation and capabilities to prospective tenants and clients. 5