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Property Manager
4 months ago
Position Summary
The Property Manager is responsible for managing a mixed portfolio of Office, Medical and Banking Institution properties in the GTA and oversees the employees associated with maintenance of all properties.
Key Responsibilities
Financial:
- Demonstrate ability to understand financial goals, operate building assets in owners' best interest and in accordance with established Policies & Procedures;
- Maintain accurate records of all property transactions and submit on timely basis (i.e., move-in/move-outs, , capitol or major work, etc.);
- Prepare annual budgets and income projections in a timely and accurate manner and updated monthly for quarterly review meetings with Executives;
- Initiate necessary legal action, generate documents and process in accordance with Provincial and Company guidelines;
- Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.
Administrative:
- Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow;
- Confirm all leases and corresponding paperwork are completed and input to our Yardi System accurately and on a timely basis;
- Ensure current Tenant files are properly maintained;
- Ensure all administrative paperwork (PO) are accurate, complete, and submitted on a timely basis;
- Ensure proper response and handling of all property emergencies with staff, Tenants, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on property, employee/Tenant injuries, fires, floods, freezes, etc.);
Tenant Retention:
- Deal with Tenant concerns and requests on timely basis to ensure Tenant satisfaction with management;
- Develop and/or implement Tenant retention programs (i.e., Tenant functions, special promotions, monthly newsletters, etc.);
- Ensure distribution of all company or property-issued notices (i.e., bad weather, emergency, etc.);
- Consistently implement policies of the properties.
Personnel Management:
- Ensure efficiency of staff through ongoing training, instruction, and leadership;
- Plan weekly/daily office staff schedules and assignments;
- Coordinate maintenance schedule and assignments with Maintenance Staff;
- Administer action plans consistently, and document appropriately, communicate situations to Human Resources;
- Provide support to staff to encourage teamwork and lead as an example in creating a harmonious environment.
Maintenance:
- Maintain property appearance and ensure repairs are noted and completed on timely basis. This requires regular property inspections and visits;
- Ensure that all service requests are recorded and communicated appropriately to maintenance.
- On emergency on call 24/7;
- Any additional duties and responsibilities as may be assigned, from time to time.
Key Competencies
- Verbal and written communication skills;
- Problem solving;
- Good judgment;
- Concern for safety;
- Customer service oriented;
- Attention to detail;
- Initiative;
- Reliability;
Education and Experience
- Property managers require completion of a college or university program in business administration, real estate finance or related field or an equivalent combination of technical training and experience in property management;
- 3 years' experience in property operations;
- Minimum 1 year experience in commercial property management required;
- Must have good knowledge of commercial real estate including a broad understanding of finance, leasing, legal, and marketing, construction, and the tenant relations requirements of managing a retail property;
- Effective written and verbal communication skills as well as presentation skills.
- A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills.
- Highly flexible, with solid interpersonal skills that allow one to work effectively in a diverse working environment.
- Computer literacy, including effective working skills of MS Word, Excel, PowerPoint and e-mail required.
- Strong mathematical ability;
Health and Safety
- Work in compliance with the provisions of the OHSA, regulations, and internal policies and procedures;
- Report to his or her supervisor any missing or defective equipment or protective device which could endanger any person;
- Report to his or her manager the contravention of the OHSA, regulations, or company H&S policies and procedures or any observed hazard;
- Refrain from operating any equipment, machine, device or thing or otherwise working in a manner that may endanger anyone;
- Avoid engaging in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct;
- Know, understand and implement safe work practices and procedures;
- Know, understand and employ established rules and procedures for handling materials, equipment and processes (e.g. reporting unlabelled containers, using proper lifting techniques, etc.);
- Request that worn out or defective equipment be replaced;
- Use all safety devices provided, ensuring optimum condition of devices and report any defects immediately to a supervisor;
- Use equipment and materials only in the manner intended;
- Report all injuries, incidents, hazards and unusual conditions immediately to supervisor;
- Attend all required health and safety training programs (e.g. WHMIS, orientation), and apply knowledge to daily operating procedures;
- Follow Standard Operating Procedures as related to your work area.
Working Conditions
- Typical hours: Monday to Friday, 8:00 am to 5:00 pm, plus 24/7 emergency on-call;
- Significant physical effort. Significant exposure to environmental conditions. Moderate shift work or non-standard hours of work required.
