Primary Contact for Tenants – Addressing any tenant-related issues and understanding how tenants are doing.
Emergency Contact – The Property Manager will be the first person to be contacted regarding any emergencies at any of the managed properties. The property manager will be on-call 24 hours per day, 7 days per week.
Tenant Compliance with Lease Terms – Includes tenant sign approvals, preparation of non-monetary default notices, etc.
Primary contact with janitorial and common area cleaning companies. Regular inspections of all areas of the managed properties in order to make sure the properties are being well maintained.
Property Light Inspections
Security Company – Make sure patrolling is being performed to our standards – Review exceptions and monitor patrolling. Monitor security cameras on regular intervals.
Tracking new tenant build-out progress
Property Operating and Capital Budgets – Work with VP of Property Management, Head of Property Maintenance, CEO, CFO, and Controller to assist in the preparation of annual operating and capital budgets.
Managing / Monitoring Operating Expenses – Work closely with the Maintenance Supervisor to make sure we are performing in accordance with the budget. This includes working with the Maintenance Supervisor at the start of the fourth quarter to make sure we end the year according to budget.
Monthly Expense Variance Report – Submit variance explanation on a monthly basis.
Vendor and Service Provider Invoice Approval – All invoices for work done at properties by vendors and service providers must be approved by the Property Manager. This applies to work that is not routine (i.e., monthly service provider work.)
Risk Management / Insurance Claims – Work with insurance agents and carriers to minimize potential liability risks at properties. Assist in processing insurance claims at properties.
Build-Up – Tasks prioritization and management at assigned properties.
Delivery and Surrender of Tenant Premises –
Delivery of Premises – (Leasing Department Responsibility to deliver premises)
Collect Tenant’s emergency contact information and make sure Office Administrator updates Contact Information Log.
Make the introductory call to tenants to let them know they can call you if they need anything and confirm tenants have our contact information for all different departments. Tenants must know they can email to communicate with us.
As necessary, review tenant responsibilities regarding utility accounts, replacement of locks, insurance requirements. (Make sure you are familiar with the Tenant Packet given to tenants at the start of the lease.
Tenant Surrender of Premises
Coordinate with Tenant time of walkthrough – You don’t necessarily have to be the person who performs inspection of premises. You just have to coordinate to make sure someone from our team inspects premises and takes photos upon acceptance of space from the tenant. Make sure the Surrender of Premises Form has been completed. Discuss any damage with Tenant – give Tenant a chance to fix damage or let Tenant know the cost will be deducted from Security Deposit.
If applicable – Inventory and photos of furnishings or equipment left by the tenant.
Property Maintenance –
Review and respond to maintenance requests from tenants.
Work Orders – Responsible for reviewing any maintenance-related issues in Building Engines to make sure Maintenance Department can resolve issues on a timely basis. Once you and Office Administrator are trained in Building Engines, the Office Administrator can assist, if necessary, in the daily entry of work orders into Building Engines.
Reviewing and closing completed work orders and communicating with Maintenance Supervisor to make sure work order information was entered accurately. All work must be properly charged to the correct account in our chart of accounts. Initially, you should review all daily work orders with the Office Administrator. Once you are confident Office Administrator knows how to verify work orders are complete, the Office Administrator can assume this responsibility.
Closing all Building Engines Work Orders on a timely basis. Similar to item 3 above you are responsible to make sure all Building Engines Work Orders are closed on a timely basis. We should not have work orders in Building Engines for unreasonable periods of time. Eventually, the Office Administrator can assume these responsibilities.
Preventative Maintenance Work Orders – Entering and Updating preventive maintenance work orders in Building Engines – Including but not limited to roof maintenance, grease trap inspections, lift station inspections, parking lot lighting and walkway lighting inspections, and irrigation system inspections.
Once work is completed, you must notify the tenant, when applicable, letting the tenant know the issue was resolved.
Obtaining proposals from outside service providers as necessary.
Vendor and Service Provider Contracts – Prepare service contracts with all new vendors and providers.
Vendor and Service Provider Insurance Compliance – Make sure all vendors and service providers maintain required insurance coverage per our agreement. Service Providers should be registered with MY COI to make sure they remain compliant throughout the term of the agreement.
Working with the Maintenance Supervisor to schedule and inspect work done by outside service providers.
Annual Permits and Inspections - Fire inspections, Elevator inspections, Water backflows, etc.
Code Compliance and Permits –
Responsible for All permits. Responsible for open permits or permit issues (tenant or past permits) at all shopping centers.
Responsible for resolving all code compliance issues
ADA Compliance – Proactive approach to ADA compliance
Lift Station Permits and Annual Submittals - Submit water reading to MDWS on a monthly basis and Annual Report.
A minimum of 7 years of experience in managing retail and/or office real estate is required.
Poline Associates is an international executive search firm specializing in the shopping center industry.We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.