ULC is Growing, Hiring a Property Manager
ULC’s Asset Management department is growing! If you have experience with commercial property management, please submit a resume and cover letter to: admin@urbanlandc.org with “Property Manager” in the subject line.
Urban Land Conservancy
Property Manager
Management Duties:
- Ensure that all ULC assets operate efficiently and provide long term community benefits
- Oversee the operation, repair & maintenance of ULC assets in an efficient manner to include arranging for services supplies, and personnel necessary for the operation
- Evaluate ULC assets and determine their positive or negative effects on the operations and make recommendations for improvements where needed
- Develop comprehensive maintenance standards for all ULC properties (as appropriate)
- Oversee maintenance of the facilities according to established standards (as appropriate)
- Develop scopes, evaluate, and negotiate contracts for all services repairs and maintenance of ULC assets
- Manage vendor relationships and ensure ongoing compliance with insurance requirements
- Perform regular inspections of assets in respect to condition, maintenance, safety and security
- Report on all accidents that take place on ULC assets, complete incident report and track progress
- Keep track of all warranties and guarantees applying to properties (structure, RTU’s, roof, etc)
- Help with preparation of annual budget for each property
- Accompany ULC Development staff on site visits to evaluate prospective properties for acquisition; provide initial opinion on capital need requirements
Financial Management:
- Create Five year capital improvement plan to address long term maintenance and capital needs
- Make recommendations and provide detail actions that can help increase income and decrease expenses
General Management
- Develop ULC communications plans with all properties and tenants (when applicable)
- Provide tenant handbooks including emergency response information
- Coordinate efforts with existing on-site property management consultants
Status of Properties
- Lease Abstracts (all properties)
- Review service agreements, redefine scope and or negotiate or renegotiate new or existing
- Ensure rent rolls and lease status reports are current
Tenant/Lease Management
- Manage all leases
- Respond to all tenant requests during and after hours.
- Ensure rent collection; pursue actions for rent collection
- Contact each tenant yearly with tenant satisfaction survey
- Establish and maintain emergency management plan
- Establish and maintain service requests from tenants requests for services (when applicable)
- Establish system for billing tenants for specific expenses
- Develop standard leasing and management documents
Project Management for Construction or Maintenance Activities of ULC assets
- Create strategic plan for each project with defined goals, objectives, budget and schedule
- Manage Due Diligence on properties and selected scopes of work (i.e. roofing at Phillips Center)
- Prepare bi-weekly project updates including a narrative of current status, schedule and budget for client review and consideration.
- Define project specifications, design or engineering guidelines or scope; coordinate efforts with existing property management personnel, as appropriate
- Develop comprehensive list of services to complete projects on an as needed basis
- Define and Manage Professional Service partners – create scope of work, manage bid process, prepare/review contracts, ensure work product complete/delivered, punch list follow up
- Prepare appropriate approvals through the local governments
- Acquire and manage approvals and permits – close out as needed
- Define the scope and bid services with local and neighborhood business’
- Develop bid tabulations summarizing proposals in a logic manner
- Recommend final contractor/vendor and prepare final scopes of work and contracts
- Define final scope based on pricing and project definition (value engineering & buyout)
- Inspect scope of work and assure workmanship and materials conforms to specifications
- Prepare monthly pay applications to include any and all vendors and reconcile project budget
- Acquire payment backup from vendors including lien waivers, backup billings, etc.
- Punch lists
- Prepare, acquire and review operation manuals and warranty information
- Meet with tenants and outline construction strategy
- Manage access and construction activities per the defined scope of work
- Develop communication plan for tenants; Coordinate with management. agent and/or tenants and provide overview of final construction activities with entire team
- Inspect work on an as needed basis and participate in weekly team meetings, serve as chair if appropriate
- Manage contracts (budgets and schedules) including: a) requests for information; b) pay applications; c) purchase orders; d) change orders or directives; e) supplemental instructions; f) shop drawings; g) product approvals; h) team communication
Risk Management
- Review leases and contracts to ensure compliance with Insurance guidelines for all ULC properties
- ULC needs to be listed as additional insured
- Collect insurance certificates from tenants, contractors and vendors working on properties; create tickler file to ensure that insurance coverage does not lapse
- File necessary paperwork for insurance claims and track progress
- Advise CFO of issues that may jeopardize property operations and increase liability risk to ULC
Other Tasks as needed
- Will split on call 24/7 service within property management Provide governmental and third party requests
- Real estate tax management Along with CFO
- Annual Business Plan:
- Valuation of properties
- Refine leasing strategy and marketing plan
- Review annual and or quarterly operating budget
- Refine overall capital expenditure budget
Reporting:
- Reports to CFO