Job description
Voted the Best Places to Work by the San Antonio Business Journal for the past SEVEN consecutive years.
SUMMARY
The Property Manager plays a vital role in ensuring the effective management and profitability of a commercial property for both the owner and tenants. They oversee the day-to-day operations, maintenance, tenant relations, and administrative functions, aligning them with the owner's goals and the company's protocols.
RESPONSIBILITIES
Operation and Maintenance
Maintenance: Promptly addresses tenant service requests, maintains accurate records, and ensures that the properties are well-maintained and repaired according to company and landlord standards. Oversees contract vendors and provides direction as needed. Takes responsibility for heating, air conditioning, and other building systems and remains available for emergency maintenance calls.
Inspections: Conducts regular and thorough inspections of commercial properties, grounds, and tenant spaces. Assesses physical appearance, cleanliness, maintenance needs, fire and life safety concerns, and other related issues. Submits monthly property inspection reports, consulting with vendors and contractors when necessary.
Construction: Supervises and monitors property improvement projects to ensure compliance with landlord approvals, contractor qualifications, quality workmanship, and adherence to all necessary government requirements. Ensures timely payment of materials and subcontractors to prevent mechanics liens.
Compliance: Executes responsibilities with care, diligence, and adherence to industry standards, as well as applicable laws, ordinances, and regulations, with a focus on health and environmental safety.
TENANT RELATIONS
Positive Relationships: Establishes and maintains a positive working relationship with tenants through visits, calls, and clear communication. Clarifies lease requirements, responds promptly to tenant inquiries and requests, and conducts meetings with new tenants before occupancy.
Lock Outs: Coordinates default notices and performs lockouts as directed by the landlord.
ADMINISTRATIVE FUNCTIONS
Collections: Ensures the timely collection and deposit of rent and other receivables. Follows company protocol for handling delinquencies, including communication with tenants and landlords and reporting delinquency status. Inputs rent and other receivables into the system.
Lease Compliance: Makes best efforts to ensure that tenants fully comply with their lease agreements and terms.
Insurance: Works diligently to ensure that tenants, contractors, vendors, and service providers maintain the required insurance coverage as specified in their leases and contracts. Reports insurance claims promptly.
Records and Files: Maintains organized electronic records in accordance with the company's protocols. Records pertinent information related to the property, operations, tenants, leases, and landlord. Prepares written reports and correspondence as necessary for effective management.
Budgets and Payables: Prepares annual operating budgets for landlord approval and tracks the property's performance against these budgets. Reports any variances according to company protocols. Approves and enters weekly accounts payables.
Reporting: Assists in the preparation, review, and approval of monthly financial reports.
Accounting: Provides support for accounts payable, accounts receivable, general journal entries, and other accounting tasks as needed.