REPORTS TO:    Director of Property Management

POSITION SUMMARY:

Oversee the daily operations at assigned properties and ensure tenant obligations to ownership are enforced and ownership obligations to tenants are met.  Precise duties and measurement practices may vary by property.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Tenant Communications

• Provide excellent tenant service by responding to tenant requests and problems with a sense of urgency.
• Effectively execute New Tenant Procedures including the timely delivery of: tenant welcome packages, delivery of premises, grand opening notice, transfer of utilities, card keys/code, move in procedures, warranty work, sprinkler reports, etc. needed for business license.
• Effectively execute Move-Out Procedures including the dissemination of the notice of move out process, scheduling walk thru inspections, signage removal, utilities transfer to company, if applicable, photo spreadsheets, rekeys, notice to vacate, damage fees, HVAC inspection.
• Submit miscellaneous communications for security, parking issues, odors/noises, annexation, liaison regarding lease renewals, late fees-collections.
• Collaborate with the Property Administrator to ensure tenant contact information is kept up to date.

Property Maintenance

• Conduct periodic inspections of the property to ensure adherence to the quality standards established by the owner.
• Oversee vendor management for landscaping, janitorial, parking lot repairs, utility line repairs, painting, roof maintenance and repairs, HVAC maintenance, pylon sign repairs, and repairs to the common areas.
• Generate service requests to vendor, maintenance staff and Landlord on behalf of tenants. 
• Procure bids for repairs over $5,000.00 and coordinate process for approval.
• Work with the Construction Department on major roofing, paving, and miscellaneous capital improvement projects as needed.

Vacant Property Readiness

• Oversee routine maintenance preparation for property showings to include cleaning, rekey, signs, dock doors, clean/seal warehouse floors, put lights & plumbing in GWO, replace ceiling tile, and verify HVAC inspection.
• Provide Leasing with information on existing status of HVAC conditions, electrical, water heaters, etc. for vacant spaces.

Property Accounting & Reconciliation

• Oversee monthly collection of tenant rents and other billings which includes sending out past due notices, phone calls, emails, and meetings with tenants to discuss payment of their account.
  • Negotiate payment arrangements.
  • Work with designated attorneys to request demand letters, evictions, and other legal assistance as needed.
  • Prepare inactive collection account information for In-house Counsel when a tenant has vacated the premises.
  • Work with Lease administration to reconcile accounts and discuss payment application as needed.
• Attend agent meetings to discuss past due accounts.
• Approve invoices for payment via AVID within 72 hours of reaching queue and/or other required times as indicated by management.
• Verify invoice coding for accuracy of amount, entity code, account code, and other information as needed to ensure expense is properly distributed.
• Prepare annual projections for CAM and OE budgeting.
• Work with the Accounting department to produce and provide tenants with monthly, quarterly, semiannual, annual reporting packets.
• Discuss any capital improvements and major roof paving with Construction for budgeting allocation purposes.
• Review budgets with Director for final approval.
• Input final projections into MRI workbook.
• Prepare monthly variance report to explain expense variance exceeding 5% or $1,000.00, whichever is greater.
• Review DependaBill reports for accuracy. Notify tenants of high meter readings.

Miscellaneous

• Review weekly maintenance payroll for coding purposes.
• Schedule and manage lender Inspections. Complete questionnaires and provide rent rolls and any additional information or documentation needed.
• Assist Risk Management to ensure proper insurance is in place for the property, tenants, contractors, and vendors and notify of any property injuries and/or incidents.
• Assist Leasing by checking with tenants on renewals, CAM/OE operations, and other tenant communications as needed.

REQUIRED QUALIFICATIONS:

• Undergraduate degree in Real Estate, Business Administration, Finance, Accounting, or related field is required.
• CPM or RPA or other related commercial real estate designation is preferred.
• A minimum of 3 - 5 years managing multi-tenant buildings, tenant build out/construction administration, and management experience is required.
• Knowledge of commercial real estate property management principles, practices, and procedures.
• Knowledge and understanding of current laws and regulations and current compliance requirements.
• Knowledge and understanding of tenant engagement methodology and excellent tenant service delivery model.
• Knowledge of Teams and Microsoft Office suite (including Excel, Word, and Outlook) is required.
• Proficiency in commercial real estate accounting and information software is required; knowledge of MRI, Angus, Spreadsheet Server, Click-Pay, Avid and Avid Utility is preferred.
• Proven ability to comply with operational policies and procedures, codes, and regulations.
• Must demonstrate working knowledge of commercial leasing agreements, analyze monthly, semiannual, and annual financial reporting, cost-benefit analysis, budget forecasting, prepare monthly packages, year-end reconciliation, and annual operating budgets.
• Have reliable transportation and maintain a valid GA Driver’s License.

About Poline Search Partners

Poline Search Partners is an international executive search firm specializing in the shopping center industry. We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.

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