Ultimate
Commercial / Retail Project Manager
At a glance
Location: US-CA-El Segundo Map
Posted: 01/07/2021
Closing: 02/06/2021
Degree: Graduate Degree
Type: Full-Time
Experience: At least 5 year(s)
Ultimate
Job description
Title: Commerical / Retail Property Manager - LOCAL LOS ANGELES COUNTY CANDIDATES ONLY
NOT APARTMENTS ONLY COMMERCIAL AND RETAIL

A.    GENERAL PURPOSE OF POSITION:
Perform the scheduled procedures that provide for efficient operation and fiscal control for each property, ensure consistency with core practices and audit thresholds, and execute the value-enhancing plans as outlined in the annual budget. Prepare annual budgets, annual CAM reconciliations, long-term major repair plans, and monthly budget variance reports; consistently delivering results by minimizing expenditures and maximizing revenues when possible. Monitoring expenses to ensure cost-effectiveness and recovery; additionally, adhering to budgeted cost parameters and industry benchmarks. Manage the operation of the property, including the coordination of all phases of maintenance for buildings, ground and on-site equipment through the supervision of outside contractors, maintenance agreements, and all site-specific documentation to ensure regulatory compliance and effective management of risk and liability. Conduct periodic formal site inspections in compliance with established standard operating policies and procedures to certify properties are consistently maintained in the first-class appearance. Oversee the planning and management of multiple concurrent projects, including tenant improvements, major repairs and construction projects, to ensure they are carried out in accordance with the construction specifications.
B.     REGULAR JOB DUTIES:
DAILY:

•        Prepare Projects and Reports with Upcoming Deadlines

•        Communicate with Tenants and Vendors

•        Act as an intermediary between Tenants, Vendors and Accounting Regarding AR/AP

•        Update Project Management Log and Services Ordered Log

•        Perform, Delegate and Supervise Administrative Tasks

•        Answer Calls from Answering Service After Business Hours to Handle Emergency Situations
WEEKLY:

•        Prepare and Present Information in Property Management Team Meetings
BI-WEEKLY:

•         Review Coding of Expenses, Descriptions and Approve Invoices for A/P Check Runs
MONTHLY:

•        Review and Approve Rent Rolls

•        Review and Approve Late Charges

•        Review and Approve Base Rent Increases

•        Review and Mail Base Rent Increase Letters

•        Review and Mail Tenant Statements

•        Prepare and Mail Letters to Tenants

•        Prepare Property Overview Reports and Submit for Supervisory Approval

•       Prepare and Present Information for Management Meetings

•        Review and Approve Management Meeting Notes

•        Prepare Submeter Direct Billings and Submit for Supervisory Approval

•        Prepare Budget Variance Reports and Submit for Supervisory Approval

•        Prepare Management Reports (for NHOS Properties) and Submit for Supervisory Approval

•        Prepare Lease Renewal Proposals with Supervisory Coordination for Proposed Terms

•        Conduct Property Inspections and Prepare Reports

•        Coordinate Tenant Contact Information Updates with Lease Administration

•        Coordinate Tenant and Vendor Certificate of Insurance Updates with Lease Administration

•        Coordinate Sales Report Updates with Lease Administration     
QUARTERLY:

•        Review General Ledgers and Submit Revisions for Supervisory Approval

•        Update Tenant and Vendor Lists


•        Prepare and Submit Expense Reimbursement Requests
BI-ANNUALLY:

•        Update Business License Spreadsheet

•        Review and Approve Property Tax Direct Billings
ANNUALLY:

•        Prepare Self-Assessment

•        Review and Approve Tenant Impound Increases

•        Review and Mail Impound Increase Letters

•        Coordinate Tenant Default for Non-payment of Adjusted Impounds with Lease Administration
        Review and Approve Insurance Direct Billings

•        Prepare Excel CAM Recs and Submit for Supervisory Approval

•        Review Sage CAM Recs and Submit Corrections for Supervisory Approval

•        Prepare CAM Rec Backup - Impound Reports, Rent Rolls, General Ledgers, Invoices, Annual Letters

•        Coordinate Tenant Default for Non-payment of CAM Recs with Lease Administration

•        Prepare 5 Year Major Repair Plans and Submit for Supervisory Approval

•        Prepare Budgets and Submit for Supervisory Approval

•        Submit Annual Budgets to Required Tenants

•        Communicate with Tenants on Budget Questions and Required Tenant Approvals

•        Prepare ADA Compliance Reports and Submit for Supervisory Approval

•        Manage Major Repair and Construction Projects
MISCELLANEOUS/AS NEEDED:

•        Review and Approve New Leases and Amendments

•        Review and Approve Updated Lease Abstracts

•        Review and Approve Updated Tenant Charges

•        Complete Premises Turnover Tasks and Deliveries

•        Complete Landlord Work Projects

•        Review and Submit Tenant Improvement Projects for Supervisory Approval

•        Review and Submit Tenant Improvement Allowance Distribution for Supervisory Approval

•        Review and Approve Tenant Signage; Submit Exceptions from Sign Criteria for Supervisory Approval

•        Complete Tenant Surrender Tasks - Inspection, Repairs and Refund of Security Deposit

•        Coordinate Bid Management - Vendor Services, Maintenance Projects, Major Repair Projects and Construction Projects

•        Maintain and Update Vendor Contracts

•        Update Emergency Contacts - Towing, Security, Fire/Life Safety, Etc.

•        Manage Insurance Claims - Initial Claim, Administrative Tasks, Project Management of Repairs, Track Through Final AR/AP

•        Manage Legal Issues of Defaults, Evictions, Abandonment, Maintenance, Billing Errors

•        Manage Collections - Follow-up with Collection Agencies, Communicate with Tenants on Historical Outstanding Items

•        Analyze Lease Provisions, Maintenance Responsibilities, Expense Exclusions, Expense Pools, Expense Recoveries, Expense Caps, and Administrative Fees in Documents and/or Sage and Submit Adjustments for Supervisory Approval

•        Review and Submit Retroactive Tenant Billing Adjustments and CAM Rec Adjustments for Supervisory Approval, Including Audits

•        Complete Due Diligence Tasks as Assigned for Acquisitions, Dispositions, Refinancing, Appraisals of Properties, Including On-Boarding Newly Acquired Properties, Developing Budget and CAM Reconciliation Spreadsheets, Reviewing Leases and Lease Abstracts, Revising Expense Pools and Expense Recoveries in Excel and/or Sage
C.     EXPERIENCE:
TYPE OF EXPERIENCE NEEDED:
Experience managing complex commercial portfolios, consisting of multiple site open-air retail shopping centers and office buildings. Experienced in all aspects of property management, including managing operations to achieve optimum performance with contracted third-party vendors, fostering and maintaining positive tenant relations, resolving tenant issues, negotiating leases, preparing operating and capital budgets, CAM reconciliations and financial reporting. Knowledgeable in the bid management process, managing contracts, project management for tenant improvements, capital improvements and construction projects.
D.    TYPE OF SKILLS AND/OR LICENSING/CERTIFICATION REQUIRED:

(Preferred - not a requirement) _________________

Real Estate Sales or Broker License_______________

ACoM, PAC, CPM, RPA, CCIM Designations________      
_X_        SOFTWARE SKILLS:                                                            _X_        OTHER SKILLS:
Sage 300, Timberscan, Adobe Acrobat,         _                             Understanding of general AR/AP processes, budget_

Microsoft Word/Excel/Outlook____________                           preparation, expense coding, CAM reconciliation procedures, recovery ratios, investment real estate_ finances and asset management, maintenance of building systems and physical assets, environmental health and safety issues, marketing and leasing_____

 **ONLY LOCAL LOS ANGELES COUNTY CANDIDATES WILL BE CONSIDERED>

For qualified candidates only, please forward your resume 

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Commercial / Retail Project Manager