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Property Manager / Commercial - Office Space and Retail Centers


Posted: 06/07/2024 Employment Type: Direct Hire Industry: Account manager Job Number: 20611 Pay Rate: 100,000 - 125,000

Job Description

Property Manager / Sr. Property Manager – Commercial / Office Space and Retail Centers
Location: Newport Beach
Benefits: 100% paid for the employee
Work Schedule: 4 days in office, 1 day remote
Salary: $110,000 - $150,000+ DOE plus bonus
Additional Benefits: Mileage reimbursement provided
  • Real Estate License REQUIRED
  • Minimum of 10+ years of experience as a Property Manager/SR. Prop Mgr. in Commercial Real Estate
Portfolio Details:
  • Size: Approximately 650,000 sq. ft.
  • Tenants: 70 tenants
  • Property Type: Primarily retail centers and office space  
  • Property Locations: Costa Mesa to San Clemente, with most properties situated in Newport Beach
  • Tenant Profile: Upscale tenants
Overview:  We are seeking a candidate who is looking for a long-term career opportunity with the ambition to advance into leadership and team management.   
Why Join Us?
  • Work Environment: Enjoy a balanced work schedule with four days in the office and one day working from home, though fieldwork will be frequent.
  • Team Culture: Work in a small, close-knit team of about 11 people with a family-type culture.
Key Responsibilities:
  • Property Management: Oversee the physical condition of the common areas of each retail property. Conduct regular inspections (at least one every six weeks for properties within a 30-mile radius).
  • Vendor Management: Hire, manage, and negotiate contracts with maintenance vendors to ensure cost-effective, high-quality services.
  • Maintenance Supervision: Direct maintenance personnel on repairs, routine, and preventative maintenance, addressing potential problems proactively.
  • Security Oversight: Monitor and respond to issues such as graffiti, theft, and vagrancy. Coordinate with security or law enforcement as necessary.
  • Property Documentation: Maintain annual photographs and documentation. Prepare repair and refurbishment plans to enhance revenue potential.
  • Tenant Relations: Develop and maintain positive tenant relationships. Meet new tenants, exchange emergency contact information, and ensure open communication.
  • Lease Administration: Manage all aspects of lease administration, including new leases, amendments, and assignments. Process Lease Routing Sheets and handle tenant move-in/out procedures.
  • Collections and Reporting: Monitor and manage rent collections to minimize delinquencies. Prepare monthly management reports, attend bi-weekly meetings, and summarize property activities.

 Essential Duties and Responsibilities:

The Property Manager oversees all property management activities for our multiple retail centers, directs the activities of all vendors and contractors, and utilizes all resources to ensure each property in the portfolio achieves its goals as set forth by the property owners. The manager is responsible for the physical condition of the common areas 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), ensuring 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 for equal comparison.
  3. Monitor and direct maintenance personnel on needed repairs, routine maintenance, and preventative maintenance.
  4. Note potential problems at the property and proactively resolve 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. Contact security or law enforcement if there are safety concerns.
  7. Photograph the property annually and download photographs to the Z Drive.
  8. Prepare repair and refurbishment plans and recommendations to enhance each property's revenue production capability for submission to the owner for approval and implement and supervise the work.

Management Includes Developing and Maintaining Good Tenant Relations:
  1. Meet with new tenants as soon as possible after the lease is executed. Exchange emergency contact information.
  2. Maintain regular contact with tenants. Initial visits may resolve problems, but subsequent visits keep communication lines open, allowing awareness of individual tenant and center-wide activities. Do not become just a voice on the phone or a name in an email.
  3. Administer all lease requirements affecting tenants fairly and evenly. Explain requests to gain positive acceptance.
  4. Establish a rapport with tenants; listen to their comments and concerns. As business owners, they should understand requests when explained. Knowledge and communication are key.

Manager is Responsible for Lease Administration:
  1. Administer all current leases. Review all new tenant leases, amendments, assignments, etc.
  2. Process Lease Routing Sheets and 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 and complete the Tenant Move-In/Move-Out form; scan the completed form into the electronic tenant file in the Z Drive.
  6. Maintain all Vendor Files with hard copies of each contract and electronic copies in the Z Drive. Maintain current information for each vendor on the Vendor Log located in the Z Drive.
  7. Monitor collections to achieve zero delinquencies by month-end. Accounting provides monthly statements and weekly updates on rent collections. On the tenth day of each month, run a delinquency report and contact each delinquent tenant. Issue delinquency letters and notices as needed and 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:
  1. Attend bi-weekly Management Meetings. Prepare weekly management updates summarizing activities for each property in advance.
  2. Prepare monthly management reports by the 15th of each month. Accounting reports are provided on the tenth of the month; prepare a management summary and report with information on:
    • Delinquencies (list name, amount, and narrative of activities and expected results)
    • Operations
    • Net Operating Income
    • Occupancy
    • Leasing Activity/Changes
    • Vacancy Reports These reports are then returned to the administrative assistant, who binds and distributes them.

Manager is Responsible for General Financial Aspects for Each Property:
  1. Develop the annual operating budget.
    • Request pricing information from current vendors for the budget year. If an expense exceeds two percent (2%) of the current year, send the contract out to bid.
    • Work with bookkeepers to calculate annual escalations of common area, insurance, and taxes for each property and bill tenants as appropriate.
    • Contact utility companies for estimated increases for the budget year.
    • Prepare the Rent Schedule from the most current Rent Roll. Obtain new tenant information directly from the lease if necessary.
    • Copy the current year’s budget and save it as a draft of the new budget; input income and expenses; submit the draft budget to the Vice President or President for review by November 1st.
  2. Monitor and approve all expenditures, ensuring they are within budgeted amounts.
  3. Contact delinquent tenants; issue letters and notices as applicable.
  4. Review and approve annual CAM Reconciliation for each property.

Meet Your Recruiter

Randi Carlson
Principal, Strategic Staffing,- Executive Search

As a partner with Mattson Resources, my focus is Executive Search and Business Development.  My passion is People and building client - candidate partnerships.  My joy is understanding our client’s company culture and the scope of each search request to make a perfect hire.  I thrive to be a trusted resource to both my client and candidate.  On-boarding top tier clients and working with career professionals to assist them in their job  search has been a rewarding career.  Mattson opened in 2007 with 5 employees, we have expanded our services and currently offer 5 specialty recruiting Divisions, Executive Search, Engineering, IT, Accounting, Office Professional and Skilled Technical.  It brings me much joy and satisfaction to be recognized as one of Orange County’s top Search firms year after year! 

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