Commercial Property Manager

About this position

Arke Management LLC / PREM Group is a Commercial Property Management company that provides a wide range of services for commercial buildings and properties in the Portland, Oregon metro area.

About the Job

Position Summary:

The Property Manager for PREM Group / ArkeManagement’s commercial properties is charged with the day-to-day implementation of the policies, procedures, programs, and services that ensure the commercial properties managed by ArkeManagement are well maintained, operated, and compliant with property management agreements and applicable laws. Employees in this position are heavily reliant and integrated with the company’s CRM platform, Salesforce. This employee responds positively to the concerns and needs of the tenants and, in consideration of the owner’s objectives and the terms of the property management agreement, delivers personalized service to meet those needs. The Property Manager is also cognizant of environmental health and safety factors and utilizes resources and programs that reduce environmental and safety risks. The duties for this position vary greatly and require the incumbent employee to be flexible, creative, and dynamic. Effective communication skills are essential.

What you'll do

1. 1. Complete tasks assigned by the Portfolio Manager to assist with managing the portfolio’s assets.
2. 2. Identify weekly and monthly facility-maintenance needs and coordinate maintenance and repairs; oversee and manage maintenance, repair, and remodeling projects through completion and maintain project files.
3. 3. Obtain bids for common-area maintenance contracts, tenant improvements, and capital expenditures and prepare necessary contracts and associated internal paperwork.
4. 4. Provide leadership in creating customer-service programs and develop a work environment that ensures customer-service standards are met.
5. 5. Monitor and resolve tenant complaints and inquiries.
6. 6. Manage financial performance and maintain an acceptable ratio of profit to loss by developing sound operating procedures and policies.
7. 7. Supervise contractors and related work through the completion of projects.
8. 8. Obtain labor and material lien releases from contracts and post notices of non-responsibility as needed.
9. 9. Prepare annual budgets and business plans for the assigned properties.
10. 10. Review and present pertinent information to owners and investors, including monthly financial reports, performance reports, budgets, and business plans.
11. 11. Secure and monitor requests for proposals and vendor performance.
12. 12. Fully integrate Salesforce into daily activities, tasks, and departmental operations.
13. 13. Utilize Salesforce to manage client information; to record customer interactions, events, and notices; to communicate within the company and with clients, tenants, and third-party vendors; for recording, completing, and delegating tasks, events, and duties; and to resolve and close cases.
14. 14. Review and provide recommendations for the execution of contracts.
15. 15. For each assigned property, prepare and maintain a project account in Salesforce that compiles and organizes information on the property, including utilities, contractors, contracts, emergency procedures, and other information useful to the operation of the property.
16. 16. Prepare monthly and weekly reports for assigned properties and other reports, as necessary or assigned.
17. 17. Monitor security reports and initiate follow-up action as appropriate.
18. 18. Perform property inspections and review the buildings’ compliance with legal standards, rules, regulations, and contracts.
19. 19. Provide on-the-job training and oversight to lower-level employees in the department.
20. 20. Handle clients’ information with the utmost confidentiality, only accessing sensitive information on a need-to-know basis and not sharing it with individuals or entities who are not expressly authorized to receive such information.
21. 21. Ensure prompt and positive action on all customer complaints, questions, concerns, and suggestions, including inquiries regarding services and building problems; provide quality-assurance follow-up communications.
22. 22. Review operating statements for accuracy and resolve discrepancies with accounting, including variance explanations.
23. 23. Continuously update, edit, and review the list of vendors, services, and other pertinent data in Salesforce.
24. 24. Implement rent-collection procedures to ensure that rent is paid in a timely fashion.
25. 25. Recommend action against a tenant for default on the terms of a lease and implement a plan in coordination with the Portfolio Manager and the landlord.
26. 26. Attend regular departmental, vendor, and other meetings as needed.
27. 27. Promote the company’s mission and values.
28. 28. Organize, research, and gather data for documents, reports, presentations, etc.
29. 29. Except when prior arrangements have been made for approved vacations or other time off, be available by telephone at all times, including after normal business hours, to address emergency situations at the assigned buildings.
30. 30. Conduct walkthroughs with tenants and potential tenants prior to occupancy and upon expiration of the lease, and complete necessary paperwork for opening and closing out tenant accounts on a timely basis.
31. 31. Respond immediately and professionally to building emergencies, including those that occur after hours.
32. 32. Other duties and responsibilities as needed or directed.

Supervisory Responsibility:

This is not a supervisory position.

Interpersonal Contacts:

The Property Manager frequently connects via telephone, in person, and electronically with the company’s accounting and technology personnel, other property managers, vendors, office staff, service technicians, clients, and the tenants of buildings. This position operates with minimal supervision and is closely linked with other employees through Salesforce and the company’s other communication platforms. Interactions typically involve information exchanges, provision of work directions, and responses to tenant concerns. Decisions are generally guided by well-established procedures and commonsense and reviewable by the Portfolio Manager. Employees in this position must maintain positive relationships with tenants, vendors, owners, and property-management staff, and ensure consistent application of the properties’ policies.

Qualifications

1. 1. Demonstrate a positive, responsible, self-motivated attitude and professional demeanor and encourage other employees to do the same.
2. 2. Have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
3. 3. Can interpret and synthesize a variety of instructions furnished in written, oral, diagram, or schedule form.
4. 4. Have a team-oriented work style.
5. 5. Maintain a valid driver’s license and reliable transportation to and from work at different job sites.
6. 6. Have knowledge of and the ability to function within various disciplines (i.e., construction, information systems, accounting, etc.).
7. 7. Use professional telephone etiquette in handling work-related calls.
8. 8. Project an approachable, friendly demeanor.
9. 9. Pass all criminal and reference background checks, which may be required prior to employment and during employment.
10. 10. Have a proven record of providing excellent internal and external verbal and written communication.
11. 11. Can read, analyze, and interpret technical procedures, contracts, government regulations, and business reports.
12. 12. Can write professional business reports and correspondences and speak effectively before small groups.
13. 13. Show a sense of urgency in completing job duties.
14. 14. Possess excellent interpersonal skills.
15. 15. Proficient at multitasking, prioritizing work, and making decisions under pressure.
16. 16. Exercise acute attention to detail.
17. 17. Skilled at web-based applications, Word, Excel, PowerPoint, and the Windows Operating Systems.
18. 18. Demonstrate proficient use of Salesforce.
19. 19. Have proficient working knowledge of general accounting principles.
20. 20. Maintain and will provide and use a personal email address.
21. 21. Can perform basic math skills, such as addition, subtraction, multiplication, and division and is able to calculate amounts such as discounts, commissions, interest, and percentages.
22. 22. Use the utmost discretion and maintain personal and sensitive information in strict confidence.
23. 23. Capable of exercising discretion when communicating with customers and avoiding the disclosure of inappropriate, uniquely personal, or unprofessional information.
24. 24. Has the ability to apply commonsense understanding to carry out written or oral instructions and to deal with problems involving several variables in complex situations.
25. 25. Maintain a clean, professional appearance.

Job Qualifications:

Bachelor’s degree in related field and three to five years’ of relevant multi-site property-management experience. Must maintain a valid Oregon real estate license. Experience with the following tasks is required: coordinating property maintenance and building repairs, overseeing tenant building improvements, administering and analyzing contracts, resolving tenant complaints, and administering and enforcing leases. Status as a Certified Property Manager (CPM) and membership in the Institute of Real Estate Management (IREM) or Building Owners and Managers Association (BOMA) are preferred, but not required. A comparable level of relevant education and experience is permitted.

Job Conditions:

While performing the duties of this job, the employee typically works in an office setting and onsite at the commercial buildings. Meetings with vendors may also occur at locations outside of the office. Work is typically performed indoors, although some outdoor building inspections may be required. Upon arrangement with ArkeManagement, some telecommuting is permitted. This position requires flexibility and availability after normal business hours to address building emergencies.

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