Commercial Property Manager

Job Description

Position Summary

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An employee in this position is responsible for Plaza del Rio Management Corp.’s property management program for each property managed, including commercial condo associations, with experience and understanding of the Arizona Condominium Act (A.R.S. § 33-1201).

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The employee is expected to have a thorough knowledge of all aspects of Property Management. This should include knowledge and/or experience with the following items: property management accounting, budgeting, direct expense charges, insurance, leases and related forms, work order systems, bidding and managing vendor services and related contracts, tenant improvements, customer service, tenant relations, marketing and public relations.

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Core Duties:                                                                                                                                                    

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The Manager shall develop a property management program for managed properties. (Properties will vary, but will typically include maintenance, janitorial, security, information services, landscaping, etc.) This may also include the following:

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Repair and Maintenance

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• Inspect properties on a regular basis, and follow up on inspection issues.
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• Review and sign off on work orders and building inspections, and communicate with the Corporate Engineer regarding corrective work required.
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• With the Corporate Engineer, develop and supervise a maintenance management program.
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• With the Corporate Engineer, review property compliance with applicable laws (i.e., ADA, environmental, etc.) and make recommendations to Ownership.
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• With the Corporate Engineer, review the property for regular and deferred maintenance issues, liability issues and capital expenditures.
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• Assist Corporate Engineer in coordinating the completion of regular and deferred maintenance issues and/or equipment and furniture purchases.
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Tenants and Condominium Owners

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• Enforce lease terms, CC&R’s, signage criteria, rules and regulations, etc.
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• Correspondence to/from tenants and condo owners
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• Supervise and coordinate tenant relations special events.
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• Assist Leasing Department with new and renewal tenants, and in the coordination of the move-in and move-out tenants. This may include the review of draft lease documents and/or oversight of tenant improvements as noted below.
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• Conduct random visits to tenant suites.
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• Assist in the collection of delinquent rents and/or assessments, including correspondence, lockouts, and/or legal proceedings.
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• Troubleshoot and resolve other tenant-related issues, as they arise.
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• Oversee tenant insurance tracking and compliance.
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Associations

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• Conduct regular meetings of each association as are required under the CC&R’s and bylaws.
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• Notify association members of scheduled meetings of the board of directors, annual meeting of the membership; take minutes and maintain the association’s records.
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• Provide disclosure statements from time to time for pending escrows and work with new condo owners to incorporate them into the association.
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• Maintain deeds and other legal documents for the association.
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• Work with the association attorney regarding delinquencies, violations of the CC&R’s and other matters.
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• Ensure the board of directors is adhering to the Arizona Condominium Act and implements legislation as new rules are enacted.
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Vendors

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• Bid, contract for, and manage vendor services. Recurring services should be bid every few years to ensure market prices, and should utilize specifications developed for each type of service.
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• Develop service specifications and track vendor compliance to them by conducting site inspections from time to time.
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• Correspondence to / from vendors.
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• Oversee tracking of vendor insurance records.
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Accounting

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• Review aged receivables, assign late charges and issue default letters to delinquent parties, when necessary. Work with the client, attorney and/or board of directors on defaults.
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• Develop annual property budgets, including estimates for common area maintenance charges
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• Approve expenditures (invoices).
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• Respond to tenant and condominium owners questions regarding their accounts.
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• Review operating reports and submit regular reports to owners and/or association boards,  including variance reports and any other reports which may be required by the owner.
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• Prepare annual CAM reconciliations for commercial tenants.
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• Track utility usage for tenants, and bill back tenants per the leases.
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General

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• Oversee and coordinate building takeover for third party contracts.
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• Develop management records and associated lists by property, i.e., tenant lists, vendor lists, inventories, building records, etc.
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• Develop and maintain a relationship with each Property Owner or Board of Directors. Notify them of any issues which require their attention.
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• Report insurance claims and assist the insurer in making repairs, as needed.
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• Develop and institute property management policies, procedures, forms, data, etc.
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• Participate in staff meetings.
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Qualification Requirements:

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Possess one or more HOA designations. Preferred candidate has been actively involved in an association trade organization in Phoenix.

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The completion of high school and five (5) years of property management experience, possess a current real estate salesperson’s license, and general office management experience.

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EXPERIENCE:

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• Arizona Real Estate License is required.
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• Yardi experience preferred 
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• Business and/or record keeping education/experience.
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• Experience working as part of a property management team.
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• A professional track record that demonstrates goal accomplishment through self-motivation.
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• Demonstration of exceptional organizational and communication skills.
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• Involvement in trade organizations is recommended.
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Benefits:

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• 401(k)
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• Health insurance
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• Dental insurance
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• Flexible spending account
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• Life insurance
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• Paid time off
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• Vision insurance
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