Property Manager - Imperial Realty Company
Matteson, IL 60443
About the Job
The ideal candidate will be responsible for all operational and financial aspects of properties including budget control and maintenance requests. You will act as the manager and supervise all relevant personnel.
Property Manager Responsibilities include but are not limited to the following:
o Company requires the employee to organize their task/projects utilizing company approved methods.
o Monitor each building in the portfolio daily.
o Maintain an accurate Space Available Sheet for the buildings you manage including but not limited to; suite numbering, square footage, connecting suites, updating and notifying the office of changes or discrepancies.
o Adjust outside lighting schedules per Imperial Realty format.
o Check all building timeclocks regularly, sign timeclock sheets after each check.
o Adjust building temperature settings to correspond with temperature changes, extremes or after-hours HVAC requests.
o Turn in After Hours forms on the first of each month.
o Complete and submit monthly office dormant and move out report.
o Turn in Tenant Move Out forms by the 5th of each month.
o Save 5-day notices.
o Make arrangements for all tenants move out keys returns at least 5 days prior to move out
o Track and enforce IRC carpet protector and refrigerator policy for new and existing tenants.
o Trim frayed carpet areas during property walk through or have staff perform.
o Check voice mail throughout the day, every day.
o Check exterior building lighting at least twice a month.
o Monitor vacant retail spaces for proper temperature and thermostat settings where applicable.
o Make sure all vacant spaces are ready to show.
o Make sure building staff has proper uniforms, thermometers, phones and training.
o Provide accurate, timely supply orders and maintain accurate inventory lists/control logs for janitorial and electrical supplies.
o Properly distribute, monitor and turn in staff timecards.
o Monitor utility usage and be responsible for building energy management, identify energy wasters.
o Monitor parking lots for parking violators, review ticketing and towing procedures
o Properly distribute and log vehicle stickers where applicable
o Meet with contractors as necessary.
o Coordinate and monitor all contracted work, show excellent project management skills and value engineering.
o Reduce the necessity of outside contractors.
o Oversee and coordinate all new tenant move-ins to assure proper completion and tenant occupancy dates are met; update the move in grid as required.
o Keep up to date key rings to the various properties managed and provide same to immediate supervisor. Never be locked out of any spaces. Know your keys and be able to enter spaces quickly.
o Complete miscellaneous “in house” buildouts as needed
· Errands as required
o Provide progressive discipline with staff.
o Document in the form of letters any disputes, confirmation notices etc. between Imperial Realty and tenants, contractors, vendors and employees. Show excellent letter writing skills and write letters promptly.
o Maintain excellent tenant relations.
o Monitor facility systems such as interior/exterior lighting, life safety equipment, building security including checking all exterior doors regularly for proper locking.
o Report any facility problems to senior management.
o Show space to prospective/existing tenants when needed. Master IRC’s program for showing space.
o Oversee subcontracted janitorial companies for quality of work, train/work with them to fulfill your expectations and/or contract.
o Monitor disposal, usage, costs and avoid extra charges.
o Introduce cost competitive contractors.
o Conduct annual staff reviews.
o Facilitate leasing activities of outside and in-house brokers.
o Perform other related duties and responsibilities as deemed necessary.
o Put forth a minimum of three qualified bid; turn in and well thought out purchase orders including a bid summary/comparison sheet and don’t hold PO’s.
o Be proficient with Yardi and assist staff with Yardi as necessary.
o Scrutinize and approve subcontractor, vendor and utility bills, process invoices immediately.
o Scrutinize and approve subcontractor, vendor and utility bills, process invoices immediately.
o Supervise and route maintenance personnel; by providing them with daily and weekly prioritized worklist for a three-week period.
o Learn the mechanical functions of each building, update the IRC filter change log. If necessary, institute/maintain a preventative maintenance program for HVAC and pumps.
o Turn in building walk through notes each Monday.
o Special Project Manager Responsibilities include but are not limited to the following:
Project management & administration
o Construction management as required, including but not limited to:
o Contractor selection Bids
o On site coordination
o Change orders Punch lists.
o Tracking of pending projects
o Completing tasks, meeting deadlines and accountability for projects is paramount to this position.
time is of the essence.
o Skilled in cost cutting and value engineering of projects Meeting with contractors and vendors as
required Negotiating contracts.
o Put forth multiple, qualified bids and well thought out purchase orders including a bid summary sheet when submitting PO’s.
o Obtaining product samples when needed, putting forth multiple selections and identifying.
selections that meet owner’s criteria
o Preparing and submitting documents for submittal to city or municipalities Obtaining permits and inspections in a timely fashion when needed
o Work with local, city, state agencies on code compliance issues Approving invoices and expediting contractor payments.
o Preliminary review of lien waivers Letters and correspondence as required letters should be coherent, all thought out and written promptly.
o Document in the form of letters any disputes, potential disputes between Imperial Realty tenants, contractors and vendors
o Project coordination; coordinating proposed projects with leasing staff, property managers, prospective tenants, tenants and others.
o Locate competitive new vendors and contractors Maintain Nextel phone communications at all times.
o Assemble an accurate organized contractor's contact list.
o Detailed record keeping and file organization.
o Provide and expedite internal cost estimates and cost analysis of contractor's proposals.
o Structural consulting and troubleshooting including water infiltration problems.
o Overseeing contracted work with outside architectural firms and contractors
o Maintain daily log of time allocation and log out-of-office site visits prior to appointments.
o Demonstrate the organizational skills needed including the ability to multitask (i.e. handling
o numerous projects at one time)
o Review and documents on signage submittals, work with those submitting to meet IRC objectives.
o Put forth concise recommendations and issue approved documents.
o Ability to work with people at all levels and in pressure situations Consult on energy efficiency.
opportunities at IRC managed properties Consult and layout interior and exterior
design schemes as needed.
Show strong supervision and mentoring of others in the department