Commercial Property Manager

The top 5 tasks for this position are:
1. Bringing in money. Make sure tenants are paying and paying on time.
2. Lease management. When are leases going to be expiring and do the owners know about it.
3. Task Management. Being very organized to manage all tasks, using reminders so tasks don’t slip through the cracks.
4. Tenant relations. Managing phones and emails. Keeping tenants informed and happy makes for a higher retention rate and smoother running properties.
5. Reporting. Making sure that ownership is informed that the above items are being handled.

Here is a list of some of the tasks that this position will be responsible for:

A. Handles incoming calls. Majority of calls happen during business hours, but the phone may ring after hours and these are usually more serious calls that need attention.
B. Onboarding a new tenant. Follow onboarding process and working with Kieth and Adam to make sure everything is being done properly and filed properly. Calling client to make sure they are happy.
C. Onboarding new Property. Develop checklists with Adam and Jeff for bringing a new property online. Getting it entered into Buildium with Kieth, contacting current tenants and talking to them to establish trust and ensure smooth transition, creating lists of tasks, reviewing existing leases with Adam and getting billing switched to ACH with Kieth and Amy.
D. Lease management. Understanding leases, what is our responsibility and what is the tenants. When is the lease up. If the tenant wants to terminate lease how long do they have to give notice.
E. Project management. An example of this is a tenant needs a new heater. First checking if they have a backup heater or is this an emergency, can Rusty fix it? If not, calling three HVAC companies to get bids, Scheduling the HVAC appointment and coordinating with Tenant. Keeping tenant informed and calm through entire process, reporting to ownership.
F. Accounts receivable. Each month working with Kieth to make sure statements are correct and if a tenant doesn’t pay finding out why. Moving everyone to ACH to prevent this problem from reoccurring.
G. Property upkeep. An example is getting multiple bids and securing a contract for snow removal at a property. Working with Kieth to get the preferred vendor lists updated in Buildium.
H. Project management. An example would be getting new lights put in at a property. Communicating with contractor/rusty, tenant, and updating software to keep reporting up to date.
I. Property inspection and upkeep. Working with Kieth and Rusty to establish a property inspection schedule and checklist.
J. Develop response protocols and checklists with Adam and Jeff so we are prepared on how to handle situations such as: heater goes down, snow removal doesn’t show, fire alarm/sprinkler goes off, theft in building, fire, flood, etc.
K. Develop property budgets. Properties expenses need to be properly categorized so properties can run efficiently, and owners are able to realize profits. Annual budgets for properties need to be done to account for increases in expenses such as taxes, insurance and CAM. Ex. Need to understand the difference between a capital improvement expense and a billback.