Property & facilities manager

PPROPERTY & FACILITIES MANAGER

Job Function

The role also involves financial management, lease administration, and project oversight to achieve property and financial objectives.

OESSENTIAL JOB FUNCTIONS

Property & Tenant Management:

• Address tenant concerns and maintain positive tenant relationships.
• Identify potential tenants, market vacant spaces, and coordinate leasing efforts with ownership and brokers.
• Ensure lease compliance, including rent collection, lease renewals, and necessary legal actions.
• Manage tenant notices for projects, meetings, and special events.
• Assist in onboarding new tenants and conducting final tenant walk-through inspections.

Facilities & Maintenance Management:

• Plan and schedule preventative maintenance, manage repairs, and coordinate with contractors.
• Supervise a team of maintenance staff, security personnel, and janitorial services.
• Ensure compliance with building codes, safety regulations, and sustainability initiatives.
• Conduct routine building inspections and vendor site walks to ensure quality service.
• Manage key control systems and access card distribution for tenants and staff.
• Implement energy-saving measures and environmentally conscious practices.

Financial & Budget Oversight:

• Oversee property and facility expenses, ensuring cost efficiency and budget adherence.
• Work with senior property managers and accountants to ensure rent and association fees are collected.
• Prepare monthly and quarterly property and facilities reports for ownership.
• Work with the maintenance team to track and complete budgeted projects.

Vendor & Project Management:

• Source and negotiate contracts with vendors for cleaning, security, landscaping, and maintenance services.
• Oversee new bid processes and ensure vendor compliance with service agreements.
• Ensure all maintenance, repair, and capital improvement projects are completed on time and within budget.
• Maintain a work order tracking system to monitor project progress and resolution timelines.
• Technical Knowledge: Understanding of building systems (HVAC, electrical, plumbing), maintenance procedures, and facility management software.
• Financial Acumen: Budgeting expertise, cost control, and financial reporting.
• Communication Skills: Effective communication with tenants, vendors, staff, and upper management.
• Project Management: Ability to plan, execute, and monitor maintenance projects and capital improvements within budget and timelines.
• Problem-Solving: Identifying and resolving facility and property-related issues quickly and efficiently.
• Leadership Skills: Ability to manage and motivate a team of maintenance and facilities staff.
• Customer Service: Ability to foster positive tenant relations and ensure high occupancy satisfaction.
• Contract Negotiation: Negotiating favorable terms with vendors, contractors, and service providers.
• Real Estate & Compliance Knowledge: Understanding of lease agreements, property laws, and local, state, and federal regulations.