Property Manager

Kidder Matthews - San Jose, CA

Full-time
Kidder Mathews (www.kiddermathews.com) is the leading privately-held commercial real estate services firm on the West Coast and offers a full spectrum of property management, brokerage, and valuation advisory services to a diverse clientele that includes institutional and private investors, corporations, public agencies, and non-profit organizations.

Kidder Mathews currently manages a commercial property portfolio of in excess of 50 million square feet, with asset value in excess of $7 billion. The firm also provides brokerage, development, building engineering, project and construction management, consulting, capital markets, and sustainability services from 21 offices throughout the West Coast.

Founded in Seattle in 1969, Kidder Mathews has built a reputation of absolute integrity, high-level commercial real estate expertise and incredible client service.

With offices in Washington, Oregon, California, Arizona and Nevada, Kidder Mathews is an expanding, dynamic, vibrant and entrepreneurial firm and has been consistently recognized as a “best place to work” in multiple markets.

Job Summary: (Overall purpose and objective) The Property Manager is primarily responsible for the day to day management of all aspects of operation for the assigned portfolio and supervision of portfolio staff, in accordance with the goals and objectives of the individual property owners and the mission of Kidder Mathews Property Management Services Division.

Essential Functions: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees whom performance of the function can be distributed).

Supervision: • Manage and lead a team which may include Associate Property Manager(s), Administrative Assistant(s), Portfolio Administrator(s), Operation Manager (s) and Portfolio Assistant(s) including recruitment, onboarding, supervision, scheduling, training, development, evaluation and disciplinary action of employees
  • Provide coaching, direction and leadership to employees in order to achieve company and client results
  • Promote and maintain a positive working environment in alignment with Kidder Mathews values and culture
Property Operations: • Responds to and resolves tenant concerns; meets with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
  • Ensure monthly physical property inspections are completed; partner with contractors/building engineers to follow through on any needed repairs or maintenance
  • Interface with property vendors and contractors to ensure prompt response to maintenance issues
  • Ensure on-going contracted vendor services are performed on schedule and on budget ensuring services meet contract specifications
  • Review contract specifications and make recommendations to owner and/or Sr. Property Manager, as appropriate, for necessary changes or updates
  • Request/review/recommend bids for contracted services
  • Generate Master Service Contracts, as appropriate
  • Ensure budgeted maintenance and repairs are performed on schedule
  • Partner with Building Engineers or contracted maintenance vendors to schedule repairs and work orders
  • Act proactively to identify opportunities to add value to clients and client’s assets
Financial and Reporting:
  • Partner with Property Accountant(s) to ensure accurate and on time accounting deliverables
  • Review and approve, within prescribed limits of authority, vendor and contractor invoices
  • Partner with Sr. Property Manager and Property Accountant to generate and/or review and approve annual CAM reconciliations
  • Review and approve monthly accruals
  • Provide financial analysis for new leases and lease renewals
  • Act as “team captain” for annual budgeting process in conjunction with, Property Accountants, Building Engineers and other support staff
  • Hold final accountability for annual property budgets
  • Review monthly operating statements as prepared by Property Accountant
  • Generate and/or review and finalize monthly operational narrative report to client.
Leasing:
  • Meet with tenants and negotiate lease renewals in accordance with Client’s specified lease perimeters, as appropriate
  • Prepare financial analysis for new leases and lease renewals, as required by client
  • Encourage and promote cohesive and collaborative relationship with listing agent(s)
  • Ensure all vacant space is in “market ready” condition based on individual client requirements
  • Take proactive approach to leasing and referral opportunities
  • Review new leases and prepare lease abstracts
Tenant and Owner Relations: • Maintain courteous, professional, service oriented rapport with tenants and owners
  • Promote and foster confident, comfortable relationships with tenants and owners
  • Supervise tenant move in and move out process and conduct move in and move out walk throughs with tenant
  • Conduct new tenant orientation
  • Create tenant “welcome package” for new assignments
  • Create tenant emergency procedures manual for new assignments
Tenant Improvement Construction:
  • Attend construction meetings
  • Partner with Construction Manager and General Contractor to ensure schedules are met and improvements are performed in accordance with tenant requirements and building standards
  • Conduct walk throughs, as needed, with Construction Manager and General Contractor and tenant during construction process
  • Review final punch list prepared by Construction Manager and ensures that all punch list items are corrected • Maintain construction file
Corporate: • Promote and foster courteous, professional and collaborative relationships with co-workers and members of other Kidder Mathews divisions
  • Administer Property Management Agreement, to include tracking renewal and expiration dates, fee increases, report and budget due dates, etc.
  • Prepare annual corporate operating budget for assigned portfolio
  • Review and collect receivables from clients
  • Review monthly operating statements for assigned portfolio
  • Full Profit & Loss accountability for assigned portfolio
  • Take proactive approach to identify and capture new business, referral or consulting opportunities
Other Functions: (Incidental to the purpose or the job. These functions are performed infrequently, and have little consequences to other jobs if not performed). • Other projects or duties as requested or required

Supervisory Responsibilities: (scope of the person’s authority, including a list of jobs that report to this job).
Has supervisory responsibilities for up to 6 direct and/or indirect reports including Associate Property Managers, Operation Managers, Portfolio Assistants, Portfolio Administrators and Administrative Assistants. Has indirect supervisory responsibilities for Building Engineers.

Work Environment: (The work environment described here are representative of those that the employee must be in in order to successfully perform the essential functions of this job.)
This is a standard office environment with standard office noise like talking, office equipment, etc. In addition, this position may visit tenant sites in various settings which can be industrial in nature with loud noises and mild fumes.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.)
While performing the duties of this job, the employee is regularly required to talk and hear. This position is rarely active but may require standing, walking, bending, kneeling, stooping and crouching. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must be able to drive for short to moderate distances and/or times. The employee must often walk through the outdoors and various terrain environments. The employee may be required to access building roof and mechanical areas.

Other Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

Education/Certification: Bachelor’s Degree or a combination of education and experience; Real Estate License required

Required Knowledge:
Strong knowledge of Property Management processes and procedures

Experience Required: 3+ years Property Management experience
1+ year supervisory experience

Skill and Ability: Ability to work with minimal supervision and lead by example
Strong computer skills (MS Excel, Word, PowerPoint, Outlook)
Good communication and organizational skills
Ability to build relationships with clients, vendors and internal partners
Ability to provide excellent customer service
Ability to speak, write and understand English
Demonstrated ability to read, understand and abstract leases and contracts Demonstrated ability to recognize high quality maintenance work
Professional communication etiquette with good oral and written communication skills Accurate, attentive, detail oriented, with strong analytical skills
Demonstrated financial analysis skills
Demonstrated understanding of the budgeting process
Demonstrated ability to function in a team environment and proactively problem solve Ability to work outside of normal office hours to meet various deadlines
Ability to prioritize and organize work load in order to meet daily, weekly and monthly deadlines
Demonstrated ability to follow through and complete tasks
Willingness and demonstration of professional development and continual learning Ability to travel locally
Must have working vehicle, valid driver license and current auto insurance

Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law.