Property Management Specialist

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Job description

Job Overview

POSITION SUMMARY:

The Property Management Specialist is responsible for managing vendor relationships and accounts, reviewing vendor proposals to ensure both scope and pricing are appropriate for reported issues, and providing authorization to proceed. This role supports the Property Development team in a variety of functions, including but not limited to assessing service provider/supplier quotes. This position leads the Property Management Coordinator team in the proper prioritization and timely completion of tasks and projects, including but not limited to assessing reactive issues for stores and properties and creating, processing and closing out work order requests. The Property Management Specialist performs a majority of their work through the company's Integrated Workplace Management System (IWMS).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Lead the Property Management Coordinator team by modeling proper handling of facility/property issues, assisting with prioritization, training on procedures, supporting with questions, and driving results

* Manage the complete Vendor/Supplier review process including quote/bid reviews and general vendor performance

* Build and maintain relationships with vendors and suppliers while ensuring they are adhering to OSJL-established vendor policies and best practices

* Support Property Development Procurement team in their efforts to onboard and train new vendors, report vendor performance for scorecarding creation, and provide other general analytics as needed

* Compare bids between vendors and service agreements, create job/project estimates, and report findings to the Regional Property Managers

* Assist Property Managers with capital and rollout projects, create project plans, establish budgets, and support the execution of any necessary repairs and site projects

* Reconcile invoices, purchase orders, and statements, resolve any discrepancies, and escalate when needed

* Analyze work order aging reports and take necessary actions to ensure satisfactory completion

* Lead team with weekly vendor status calls, ensuring timely completion of work orders

* Provide a high level of customer service to stores, tenants, and business partners

* Utilize IWMS to reference leases, other agreements, or project records to provide the best resolution for known issues

* Resolve tenant requests and emergencies in Property Manager's absence

Requirements

EDUCATION & EXPERIENCE REQUIREMENTS:

* Associate's or Bachelor's degree in a related field

* Proficient in Microsoft Office and Google platform (i.e. sites, slides, drive, docs, sheets)

* Experience with Manhattan or other IWMS system, preferred

* General repair and maintenance pricing knowledge required, prior estimating a plus

* General knowledge of the construction industry

ATTRIBUTES:

* Communicator: You possess strong communication skills and enjoy working with customers and coworkers.

* Team Oriented: You are capable of embracing the ideas of others (even if they conflict with your own) for the sake of the company and client.

* Self-motivated: You can work with a minimum of supervision and be capable of strategically prioritizing multiple tasks in a proactive manner.

* Passionate: You must be passionate about collaboration and ensuring our clients are successful.

WORK ENVIRONMENT:

* Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other job duties and tasks, some of which may be essential to the position. Management has the right to revise this job description at any time. The job description is not a contract, either express or implied. You are an at-will employee, meaning either you or the Company may terminate your employment at any time, with or without notice.