The Assistant Property Manager works in unison with the Property Manager for the daily operations, financial and physical management of an assigned commercial real estate portfolio which may consist of a combination of retail, office, industrial and flex space.
This summary of responsibilities is not an all-inclusive list of job responsibilities and other job-related duties may be added or changed at any time by MCB to support business need.
JOB ESSENTIAL RESPONSIBILITIES
Effective use the Corrigo work order system to effectively respond to property and tenant issues. Enter tenant work tickets in online work order system, dispatch to engineer, and contact tenants to follow up. Work with Property Manager and Operations Manager to prepare contracts with outside vendors to provide services as required. Assist Property Manager to ensure that work performed by contractors is performed timely and appropriately.
Assist in Preparation of scope of services to issue bid RFP’s per company policies.
Prepare and administer execution contract (MSA’s and SOW’s) for services using a contract submittal.
Effectively manage vendors through a thorough understanding of all applicable service or maintenance contracts, maintain open communication with vendors through regular communications. Administer all required insurance certificates, and invoicing.
Manage Vendor contract expirations/renewals and insurance certificates
Issue loading dock, fitness center and any applicable building amenity rules & regulations as needed
Ensure that all utilities and other associated property invoices are in landlord’s name, with correct and current address and timely processed for payment
Assist Property Manager with Property Inspections and Maintenance activities (i.e. - Regularly inspect and evaluate all building components, equipment, systems and grounds to ensure that the operation of the properties meet the asset Strategy)
Property insurance premiums and payments tracking and recordkeeping; incident reporting to insurance carrier and Asset Manager
Manage Fire Safety System inspection tracking and emergency plan
Work with Property Manager to effectively manage emergency services (i.e. flooding & power outages, etc.), and preparation of emergency procedures.
Working with Property Manager to administer all State and Federal required reports and safety documentation, such as FLSS inspections, backflow preventer reports, and other applicable governmental reports and documentation required.
Manage Mechanical Room common area and vacant space key box system set-up
Assist in the creation, supervision & maintenance of Risk Management and Emergency Plan procedures
Understand utility rate structures as well as analyze and monitor utility consumption and, recommend and implement modifications as appropriate.
Assist in managing and monitoring: recycling programs, grease/cooking oil recycling; recycling; and waste disposal.
Maintain Plans and Building records to include, site plan, lease plan, construction type and tenant drawings.
Tenant Move-in/ Move-out:
Coordinate/manage construction documents and insurance
Be familiar with Tenant (or Landlord) work drawings, including MEP/FP plans, enforcing the execution of LL approved plans during tenant build-out.
Provide instruction for site construction rules and regulations
Coordinate/manage tenant and landlord contact information
Assist/Manage/understand any tenant encumbrances on operations and leasing
Deliver space to tenants with landlord work sign-off in conjunction with Lease Administration issuing notices of delivery, rent commencement and other lease required notices
Provide instruction for site construction rules and regulations
Obtain Tenant’s permits for construction, U&O upon completion
Assist Property Manager and Project Manager in managing the Landlord and Tenant Work on time and budget
Prepare job cost/tracking sheets, punch lists and close out projects with Property or Project Manager
Coordinate and manage Tenant Move-out process
Maintain Tenant Insurance documentation
Manage rent collections – prepare, review and provide Tenant with appropriate support for invoices; make collection calls and issue late letters; court appearances and tracking/reporting of deferral plans and abatements
Assist with preparation of the lease abstract
Preparation and coordination with Lease Administrator of all adjustment billings and special billing items
Manage deferral agreement repayment schedules and collections
Assist property manager, asset management and leasing teams with tenant renewals, expansions and contractions including obtaining space, and building information details.
Prepare deficiencies list description and cost/description estimate for correction for annual planning
Support Property Manager and Project Manager with the implementation of capital projects
Review, code and approve all payables; provide back-up assistance to PM for disbursement management per approved authority matrix
Work with Property Manager developing and managing the annual budgets for assigned properties and ensure the properties operate within budget.
Work with Property Manager and accounting in the preparation and review monthly operating reports and explain variances to budget.
Coordinate cash receipts with Property Management/Accounting/Lease Admin
Work with Property Manager, Asset Manager and Lease Administrator to manage collection of accounts receivable and tenant default situations.
Establish a positive, productive and professional relationship with tenants.
Effectively build and maintain relationships with team, and all external contacts, including (but not limited to) vendors, suppliers tenant contractors, contracted services, local authorities, local code officials etc.
Assist with marketing related events and promotions as needed.
Collaborate with other departments to coordinate and implement promotions, events or specialty leasing programs.
KNOWLEDGE, EXPERIENCE, SKILLS/ABILITIES
Minimum three (3) years of related commercial property management experience preferred
Proficiency with real estate/property management software programs/platforms required, such as MRI, Yardi, WinStack, AVID and Corrigo
Microsoft Office software suite proficiency required, including advanced Excel use and user knowledge
Effective oral and written communication skills; excellent accuracy/proofreading and attention to detail in all work product
Excellent math and reading skills
Proficiency and consistency with prioritizing workload, multi-tasking, working independently with minimal supervision and meeting work deadlines
Maintain highest standard of work ethics, including reliability trustworthiness
Preferred: Bachelor’s Degree from an accredited institution with degree focus in business administration or other business focus. An equivalent combination of education and years of business experience may be considered in lieu of college degree.
This position is primarily performed in an office setting with extended periods of sitting and computer/keyboard use; reading documents; spreadsheet calculations; phone and other electronic equipment. Typing dexterity needed; minimal lifting (<20 lbs.), standing, climbing and traversing commercial site construction areas as needed.
MCB Real Estate is a Baltimore based, privately held, institutionally capitalized commercial real estate investment firm that makes select investments in retail, industrial, and office assets. MCB Real Estate maintains a diverse portfolio of operating assets and development projects. We invest in industrial, office, retail, multifamily, and mixed-use properties (as well as select special use assets).
MCB provides equal employment opportunities to all employees and applicants for employment and prohibits unlawful discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Additionally, we are committed to fostering, cultivating and preserving a culture of diversity, equity and inclusion. We embrace and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-e...conomic status, veteran status, and other characteristics that make our employees unique.
This employment practice applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.