Job Summary
Basic Function: Run the properties assigned to you in an effective and efficient manner to ensure all preventive maintenance and construction projects are completed by outside purveyors/contractors and in-house maintenance personnel within budget, on time and in a first-class manner so the properties are in safe, secure and good condition at all times. This role is not remote or hybrid; employees are expected to work in person 5 days per week.
Responsibilities and Duties include, but not limited to:
- Supervision of your assigned maintenance staff and outside contractors and vendors.
- Ensuring that all maintenance is handled in a timely manner and with professional decorum that reflects well on the property owner and Commodore Realty.
- Anticipate future maintenance and construction expenditures and put in motion to get items completed for a fair price as well as in a timely manner.
- Prepare correspondence, RFP’s, Contracts, Service Agreements, default letters, review departments and tenant charge backs.
- When preparing RFP’s and Contracts, the Commercial Property Manager, must understand the project completely. If needed, the Commercial Property Manager must complete research and/or have conversations with multiple potential bidders and the professionals hired for the project and use what is learned from each conversation to write detailed specifications. The Commercial Property Manager must use CRI forms throughout the process.
- Upon receipt of multiple proposals for a project, organize and analyze the proposals to confirm they are all for the specified scope of work and to make a recommendation to the Executive Management on which purveyor you believe we should use for the project.
- Overseeing all construction; pre-construction review, permitting, plan approval, property inspections, manage the general contractor by demanding accountability and highest level of workmanship.
- Ensure that all applicable permits have been issued for each related job to be performed throughout the life of the project.
- Maintain an open and a good relation with every tenant and act as the liaison between the tenant and the general contractor.
- Any issues or complaints by tenants must be documented and notify your Supervisor to discuss the proper course of action.
- Ensure all ‘Notice to Owners’ documents are updated and all sub-contractors are paid correctly and on time.
- Be available 24/7 to answer tenants and property management questions, issues and emergencies.
- Ensuring work is completed correctly and to the highest standards.
- Close out of projects (i.e. lien releases/affidavits, warranties, etc.)
- Ensure all punch lists are completed to a professional standard that meets the approval of not only local, state and federal laws but to the standard acceptable to Commodore Realty.
- Ensure no liens are filed against the properties.
- Handle telephone calls from tenants and patrons regarding any maintenance issues or requests for maintenance.
- Track service requests made by tenants, their employees, patrons, and purveyors by creating work orders and then assigning the task to the appropriate in-house maintenance technician or outside purveyor. Monitor each work order issued until completion.
- Direct, prioritize and keep the department operating efficiently. Prepare weekly schedules for maintenance staff by using the Tracking List, punch lists from inspections, and open work orders. The Maintenance staff must be scheduled 2 months in advance at all times.
- Hold the maintenance staff, purveyors, and contractors accountable for fair pricing, completion of work in a timely manner, and completion of work in a workman-like fashion.
- Ensure all maintenance, janitorial, or other supplies for company maintenance team members and hired purveyors are ordered in a timely manner and for a fair price so they are available as needed.
- Ensure all incoming statements, invoices and receipts related to property management and company credit cards are being processed in a timely manner and coded correctly (coded to the corresponding property and ledger so that Accounting can post the charges and make payment).
- INVOICES IN QUESTION should not be approved. All invoices must be understood and the associated work confirmed and inspected before being approved.
- Assemble and Review maintenance team timesheets to verify team is working efficiently and time is coded to the appropriate ledgers prior to being submitted to accounting for processing payroll/maintenance billing.
- Ensure all timesheets being submitted to accounting on a timely basis so as not to delay processing payroll.
- Ensure Tenant move-ins/build-outs and final Tenant move-outs occur seamlessly.
- This includes, but is not limited to, making sure utilities are turned into and out of the Tenant’s name immediately, Security Deposit Claim letters are always sent out within fifteen (15) days of the Tenant moving out, vacant spaces are quickly turned into show condition, the Tenant’s build-outs are completed in a professional manner, and that new tenants are open for business no later than their rent commencement date, including any associated Landlord work.
- Work with tenants in productive manner to ensure their buildouts are completed in a manner that fulfills their lease obligation per all applicable codes/laws and will provide them the best opportunity for long term success.
- Ensure the Property Tracking List is kept up to date at all times. Meet with maintenance team and purveyors to discuss projects that are to begin, ongoing and completed, and update the property tracking list accordingly.
- Keeping organized files on each project. File documentation in its appropriate file; tenant or working files. Filing must always be in chronological order. In addition, create and keep up to date files in the G drive on the computer.
- Ability to manage and track multiple projects simultaneously. Any issues or complaints by tenants or customers must be documented and discussed with the Office Manager and/or your Supervisor to make decisions on how to address.
- Continually make additions/corrections to the purveyor contact list so it is updated/improving at all times.
- Continuously use and update the property management policy and procedures manual as well as all forms to streamline processes and ensure efficient and consistent dealing with issues that arise.
- Submit any corrections/updates to the Tenant contact list to the Office Administrative Assistant to ensure that list is kept up to date.
- Prepare the expense portion of the annual budget for each property. Budgets must include both recurring expenses and capital expenditures planned for the upcoming year. A first draft of the budgets is due approximately October 1st of each year and all budgets must be finalized by December 1 of each year.
- Must work to achieve excellent tenant and purveyor relations at all times.
- Always remember Tenants are the life blood of our business.
- Assist with special projects.
- Be available 24/7 to answer tenants and property management questions, issues and emergencies.
- Property Inspections:
- Inspect each assigned shopping center on a minimum of a monthly basis
- Inspect the shopping centers at night on a minimum of a monthly basis to ensure parking lights are in good working order and to ensure that loitering or vagrants may not create a security issue.
- Inspect all work performed by our in-house maintenance, personnel and if completed in a satisfactory manner, sign off the Tracking List and Work Orders as completed.
- Conduct random fire and safety inspections to ensure all properties are at minimal risk to potential lawsuits.
- Complete a Property Inspection form for each property on a semi-annual basis.
- Ensure the safety of the tenants and patrons visiting each shopping center by ensuring all maintenance issues are resolved quickly and efficiently by the guidelines set not only by Commodore Realty but by our insurance carrier.
- Preparing each shopping center for the upcoming hurricane season through inspections/testing of hurricane shutters where available as well as recurring (i.e. tree trimming) and preventive maintenance.
- Work independently to calmly analyze and think through issues that arise to implement the best long-term and most cost-effective solution to the issue.
Pay: $83,951.60 - $92,976.66 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Are you located in Miami? Do you have reliable transportation?
Experience:
- Property Management: 3 years (Required)
Work Location: In person
