Commercial Property Manager

---

Job description

Commercial Property Manager

This position is responsible and accountable for the overall administrative functions of the Commercial Division and duties as assigned by the Corporate & Commercial Business Director.

Quality Standards

Quality: The Commercial Property Manager must demonstrate a commitment to anticipate and exceed the expectations of our tenants, customers, co-workers and leadership. The Property Manager will be proactive in seeking ways to fulfill this quality expectation.

Job Status

Hourly, Non-Exempt

Reports to

Commercial & Corporate Business Director

Supervises

Maintenance and grounds employees

Required Education, Experience, Licenses or Equipment

High School Diploma or equivalent required

Valid Driver's License required

Reliable daily transportation required. Transportation must remain at the same location as employee all day every day

Valid vehicle insurance required

Essential Competencies

Knowledge requirements

Read and write the English language in a professional, legible manner

Knowledge of building maintenance and landscape maintenance

Skill requirements

Strong commercial building knowledge

Knowledge of landscaping

Computer skills and knowledge of Internet and Email

Strong professionalism, communication and "customer service skills"

Verbal, math and reasoning skills

Strong knowledge of Microsoft Word and Excel

Strong attention to detail & organizational skills

Attendance Requirements

Normal hours are Monday through Friday, 8:30 am to 5:30 pm with one hour lunch. Work hours may be adjusted to 8:00 am to 5:00 pm. These work hours are subject to change. This position requires the ability to work any of the seven days of

the week, 52 weeks of the year. The Commercial Property Manager is subject to being on call on weekends. Due to the Commercial Division staffing limitations, it is essential that individuals be able to work their scheduled hours on a consistent basis and, if necessary, work overtime hours when requested in order to complete job functions and serve the needs of the Tenants. Position requires the ability to serve on-call, as scheduled or as necessary.

Ability requirement

Ability to handle stressful, urgent, diverse situations in a calm and reasonable manner.

Ability to perform conflict resolution: can bring resolution to the majority of issues which arise throughout a typical day in property management.

Courteous, professional demeanor with demonstrated desire to serve others

Ability to apply common sense, understanding and good judgment

Work with others in a cooperative and respectful manner, even in the face of adversity

Possess and apply emotional stability, and personal maturity

Well organized with ability to prioritize and multi-task

Strong sense of urgency to accomplish tasks

Possess and apply attention to detail

Team oriented with ability to work independently on occasion

Ability to look beyond the obvious for solutions

Ability to follow instructions

Physical essential job functions

Regularly required to sit and stand for several hours at a time.

Regularly required to walk properties for several hours at least once a week

Climb up and down stairs several times each day.

Lift no more than 5 pounds with ease.

Administrative and management employees must be able to use the hand and arm regularly used for writing and/or typing.

Working Conditions

Typical working conditions range from an indoor office sedentary setting to an outdoor active environment. Position may require routine travel locally during the workday. Possible to work long hours and odd schedules (weekends) in order to fulfill job duties.

Essential Job Functions

Tenant Relations

Develop and maintain first class customer service relationships with all commercial tenants and prospects through effective verbal and written communication.

Answer phone calls from tenants & prospects and schedule appointments for Director.

Respond to emails from tenants for work orders.

Constantly communicate with Tenants for satisfactory completion of completion of work orders.

Assist in the resolution of tenant concerns or, in the absence of Corporate & Commercial Business Director, resolve tenant concerns.

Make onsite visits to commercial properties to view tenant's property issues and/or property conditions.

Work Orders

Enter work orders into Property Management software program

Assign technician or subcontractor to work order with assistance from Director as needed.

Make daily schedule of all known work orders for Maintenance Tech and Groundskeeper at the end of the day for the next day's work schedule.

Add additional work orders during the day as they come in and alert tech if new work orders are urgent.

Follow up on work order completion with maintenance during the day and at the end of each day for completion

Obtain quotes from vendors as needed.

Follow up with subcontractors on completion of any work orders.

Maintain Commercial invoice files.

Match up work order with invoices and/or quotes from subcontractors & supply houses.

View results of completed work orders by employees and vendors as needed.

Tenant Relations

Keep tenants updated on progress of work orders and tenant satisfaction with work orders.

Meet with tenants to view maintenance issues as needed.

Discuss issues with Director on how to resolve problems.

Complete work orders in Property Management system.

Time Sheets

Ensure maintenance & grounds employees record time and location of job daily.

Enter employees time in payroll system daily.

Assist Director in maintaining information for billing purposes where applicable

Maintain work orders for distribution to maintenance personnel.

Tenant Lease Maintenance

Assist Director in processing of all new lease applications

Maintain record of security deposits on hand.

Assist Director in preparation of new leases and lease renewals

Enter all new lease information into property management software system

Update lease information including rates on all renewals.

Monitor lease end dates with required notice notification, i.e., 30-day notice, 60-day notice, etc.

Send our renewal notices 30 days prior to notice notification period.

Maintain record for rent increase notifications

Rent Maintenance

Post all rent and charges and post payments in the property management software.

Send out late notices per lease agreement

Pull delinquency reports & advise Director of any delinquent rent

Pull rent roll reports at the end of each month

Prepare and send invoices to tenants as needed.

Vacate Notices

Administration of vacate notices

Schedule turns with vendors and employees

Process final account statements in software system

Process security deposit refunds in software system.

Manage maintenance supplies

Order supplies as needed

Maintenance of invoices for submission to accounting to pay

Reports

Provide necessary monthly reports

Prepare final account statements for vacating tenants and present to Director for review.

Administrative and management employees must be able to prepare the necessary paperwork and leave the office to check properties in order to be considered able to perform a substantial amount of the regular job responsibilities.

Other aspects

All employees are expected to do whatever is necessary to make Greystone Properties successful. This could include assisting the Corporate Housing Division in answering phones, meeting prospective clients at available buildings, meeting vendors at buildings, spot cleaning vacant buildings to refresh, or more. Promotion within the company is not solely based on knowledge, skills, and abilities, but is also largely based on the performance and dedication of an employee, the length of employment and experience with a particular job.

This job description is not all-inclusive. Any addition or deletion of duties may be changed at any time by Greystone Properties' administration. Receipt or possession of this job description does not constitute a contract of employment.

_____________________________________________________________________________________

Employee Acknowledgement by signature Date