Job Abstract

Property Manager – Retail Properties
Newport Beach
Benefits paid 100%
Salary - $93,000 - $130,000 DOE
We are a leading Commercial Property Management firm dedicated to providing exceptional service and operational excellence. Our portfolio includes a diverse range of   commercial properties for multiple retail centers.  We are looking for a motivated and detail-oriented Property Manager to join our dynamic team.

Essential Duties and Responsibilities:
The position of property manager oversees all property management activities for our multiple retail centers, directs activities of all vendors and contractors assigned to work on the assigned properties, and uses all resources available to assure that each property in the manager’s portfolio achieves its goals as set forth by the property owners.
Manager is responsible for the physical condition of the common area of each retail property.

Duties to accomplish this include:

1. Regular inspection of each property, no less than one (1) inspection every six weeks for properties within a 30-mile radius.
2. Manage and hire maintenance vendors for each property; negotiate and contract with major vendors (i.e., landscaper, janitor/day porter, parking lot sweeper, security), obtaining the most economical prices while maintaining good quality performance. When putting a contract out to bid, provide each of a minimum of three bidders with a specification sheet (so all bids can be compared equally).
3. Monitor and direct maintenance personnel on a regular basis pertaining to needed repairs, routine maintenance and preventative maintenance.
4. Note potential problems at the property and be proactive in resolving issues before they become more serious;
5. Schedule preventative maintenance on a regular basis, at least annually.
6. Monitor for potential illegal activity (graffiti, common area thefts, dumping, and vagrancy) and take appropriate action. Do not approach individuals if there is any concern for your safety; contact security or law enforcement instead.
7. Photograph the property on an annual basis and download photographs to the Z Drive.
8. Prepare repair and refurbishment plans and recommendations geared to enhancing each property's revenue production capability for submittal to owner for approval, and implement and supervise work.

Management includes developing and maintaining good tenant relations.
Duties to accomplish this include:
1. Meet with new tenants as soon after the Lease is executed as possible. Exchange emergency contact information.
2. Keep in contact with your tenants on a regular basis. First visits may be to resolve problems, but subsequent visits keep communication lines open, allowing the manager to be more aware of what is happening with individual tenants and the center as a whole. Do not become just a voice on the end of the phone or a name on an e-mail.
3. Administer all lease requirements as they affect tenants in a fair and even fashion. Explain why requests are being made and seek to gain tenant’s positive acceptance of all requests.
4. Establish a rapport with your tenants; be a listening post for their comments and concerns. As business owners themselves, they should understand a request when explained. Knowledge and communication are key.

Manager is responsible for lease administration, as follows:
1. Administer all current Leases. Review all new Tenant Leases, Amendments, Assignments, etc.
2. Process Lease Routing Sheet; send new tenant form letters (format located in the Z Drive).
3. Post Notice of Non-Responsibility on tenant’s window, if applicable.
4. Prepare special notices for distribution to tenants.
5. When a tenant moves in (or out), review the space with him/her and document by completing the Tenant Move-In (or –Out) form; and scan the completed form into the electronic tenant file in the Z Drive.
6. Keep and maintain all Vendor Files. Hard copies of each contract should be in file, with electronic copies in the Z Drive. Maintain current information for each vendor on the Vendor Log located in the Z Drive.
7. Monitor collections with a goal of having zero delinquencies by the end of each month. Accounting sends each tenant a monthly statement and provides weekly updates on collection of rent and other charges. On the tenth day of each month, manager will run a delinquency report and contact each tenant who is delinquent. Manager to issue delinquency letters and notices as appropriate and to negotiate payment plans when necessary. Work with legal counsel on collections and negotiations as required.
8. Establish tenant service/complaint procedures and logs, and follow up all reports with appropriate action.

Manager is responsible for Reporting Requirements, as follows:
1. Attend bi-weekly Management Meeting. In advance of the meeting, prepare weekly management update to summarize activity for each property.
2. Prepare monthly management reports by the 15th of each month. Accounting reports are provided to each Manager on the tenth of the month; Manager then prepares a management summary and report with the following information:
• Delinquencies (list name, amount and narrative of activities and results expected)
• Operations
• Net Operating Income
• Occupancy
• Leasing Activity/Changes
• Vacancy Reports are then returned to the administrative assistant, who binds and distributes them.

Manager is responsible for general financial aspects for each property, as follows:
1. Develop the annual operating budget.
• Request pricing information from current vendors for the budget year. If expense is over two percent (2%) higher than current year, send the contract out to bid.
• Work with bookkeepers to calculate annual escalations of common area, insurance, and taxes on each property and bill tenants as appropriate.
• Contact utility companies and obtain their estimated increase for the budget year.
• Prepare Rent Schedule from most current Rent Roll. New tenant information may need to be obtained directly from the Lease.
• Copy current year’s budget and save as a draft of the new budget; input income and expenses; submit draft budget to Vice President or President for review.
• Draft to be submitted to the Vice President or President for review by no later than November 1st.
2. Monitor and approve all expenditures, making sure expenses are within budgeted amounts.
3. Contact tenants whose accounts are delinquent; issue letters and notices as applicable.
4. Review and approve annual CAM Reconciliation for each property.

Miscellaneous: In addition to the above duties, Manager should:
1. Be prepared to take over new properties and understand all duties associated with the task, including but not limited to working with the previous property management company.
2. Oversee tenant improvements, when applicable, and communicate with contractors working in the space.
3. Issue communications to tenants when necessary.
4. Work with merchants associations and/or marketing personnel.
5. Be aware of the market areas and neighborhoods surrounding each property.
6. Be prepared to give a status report on each property if required by ownership and understand all duties associated with that task, including working with the previous property management company