PROPERTY MANAGER in Vienna, Virginia at Beco Management Inc

Summary

This position reports to the Executive VP of Property Management and it’s considered an Exempt position for purposes of the Fair Labor Standards Act. The Property Manager is in charge with day-to-day implementation of PM policies, procedures and programs that will assure well-managed and maintained commercial buildings, placing maximum emphasis on positive response to the concerns and needs of the tenants, owner relations, and on increasing the value of the property being managed. This position is responsible for the activities and well being of the assigned properties or corporate assignments twenty-four (24) hours per day, three hundred sixty-five days per year, including being on call when not officially at work. The office hours required are 40 hours per week.

Operational Management

• Handles day-to-day operational management of the building to assure maintenance of approved quality standards
• Responds to all tenant requests
• Schedules Tenant visits
• Corresponds with tenants regarding changes, services, scheduling, access control changes, HVAC usage requests, dispute resolution, and any other issue which affects their operations.

Property Maintenance and Inspections

• Performs scheduled day and night property inspections, including suite inspections, janitorial inspections, lighting inspections, life safety systems, and security system inspections
• Oversees performance of Engineers’ preventive and routine maintenance
• Reviews Engineers’ maintenance logs
• Coordinates and supervises contracted building services
• Assists in procurement of materials and supplies
• Coordinates environmental, mortgage, and insurance company inspections and follows through on recommendations
• Performs duties required in New Tenant Deployment policy
• Oversees vacant space inspection procedures.

Supervision of Maintenance, Engineering and Support Staff/Personnel Administration

• Supervises engineering staff
• Communicates services requests from Tenants, directs and prioritizes requests as needed, confirms completion of request, and confirms satisfactory completion with Tenant
• Coordinates long-term scheduling and staffing
• Provides guidance to Engineers
• Promotes professional growth and training
• Develops and conducts and annual evaluation of Engineers’ performance
• Has responsibility for the full compliance of all policies and procedures with respect to the administration of personnel as employed as part of the portfolio.

Emergency Response

• Always present at buildings during emergency situations; to include winter storms, power outages, fires, floods, etc.
• Be available 24/7 365 days a year, except during scheduled and pre-approved leave

Contract Services Administration

• Manages the selection of outside contract services, vendors, negotiation of service agreements and day-to-day monitoring of vendor performance to assure full compliance with standards established within the service agreement
• Develops specifications for service
• Negotiates competitive bidding
• Confirms completion
• Approves invoices for payment.

Financial Analysis and Administration

• Reviews of monthly operating statements
• Analyzes income and expense variances
• Prepares annual operating budgets
• Reviews performance and accuracy of budgets’ monitors adherence to and cost effectiveness of budgets’ processes requests for monetary computer data entry changes
• Reviews of delinquency reports
• Collects delinquencies
• Prepares court filings for delinquent accounts
• Assists in legal matters as required
• Handles construction cost accounting, change order and overage billings
• Generates requests to accounting for other work order billings
• Reviews utility reports
• Approves and verifies general ledger coding of all invoices before payment
• Approves all purchase orders or requisitions
• Reviews and facilitates the annual expense reconciliations
• Completes the annual income and expense reports for IREM/BOMA
• Completes the annual income/expense reports for the different county jurisdictions

Management Reports

• Prepares and maintains informational reports including but not limited to: Security Management Reports, Contractor Lists, Snow Removal Lists, Master Utility Account Lists, Building Information Books, Tenant Contact Lists and incident Reports and Insurance Claim Reports
• Gives computer data entry changes to accounting
• Handles overall property file administration and maintenance

Risk Management/Emergency Procedures

• Promotes workplace safety, training, and enforcement of rules
• Monitors Tenant Lease provisions regarding insurance requirements
• Complies to insurance requirements as prepared by insurance company
• Monitors compliance with government rules and regulations
• Notifies Tenants of responsibilities regarding medical waste and other hazardous material disposal and storage
• Minimizes any potential hazards or liability situations as they arise
• Develops and maintains Tenant Emergency Contact Lists
• Develops emergency procedure handbook and plans for building evacuations and other serious threats to life safety

Other duties:

Construction

• Responsibilities delineated for each individual project
• Coordinates all details with contractor, Construction Manager, Tenant and Building Engineer
• Develops and completes all punch list items
• Maintains safe and secure on-site job conditions

Leasing

• Performs Lease Routing responsibilities
• Prepares commencement letters
• Coordinates with Leasing Department for prospective Tenant tours
• Coordinates move-in gifts
• Fields calls or requests for information in absence of Leasing Representative
• Promotes Tenant referral programs.

Communication (Community, Internal)/Tenant Relations

• Monitors meaningful communication with local civic associations and community associations
• Meets with other Property Managers and department members to develop departmental goals, solves organizational conflicts and improve overall property management functions
• Coordinates Tenant Retention Programs with company Events and Special Services Coordinator including but not limited to: social functions, complimentary services, charitable promotions, thank-you and apology gifts, and other amenities.

Skills:

The ideal candidate will possess the following skills:

• Excellent verbal and written communications
• Be able to inspect all buildings in a regular/daily basis
• Proactive
• Good problem-solving skills
• Multi-task oriented
• Extremely organized
• Be extremely prompt to respond

Education:

The ideal candidate must have:

• Bachelor’s degree
• Accounting experience
• At least three (3) years-experience and a Property Manager with emphasis on intrapersonal relations.