Senior Portfolio Manager

 

The Senior Portfolio Manager’s primary purpose is to maximize the client’s long-term profitability by optimizing the occupancy and expenses of the assets in the portfolio.

Responsible for the complete servicing and management of assets and directing and leading a team who is associated with those assets. This role has budget, business development, and strategic responsibilities for assets in Alpharetta, Georgia.

This will be accomplished by cost-effectively building tenant relationships and generating an environment that draws tenants to and retains them in the properties.  This requires proactive maintenance of the property, the facilitation of positive vendor relations, and addressing problems in a manner that demonstrates value to the tenant and to the client, and proper administration and accounting procedures.  To accomplish this, the Senior Portfolio Manager will lead a cohesive team of staff members and vendors with management, motivation, and delegation skills. A primary focus of the Senior Portfolio Manager is to be a direct point of contact for the client’s asset manager and continue to develop the ongoing relationship.

 

PROPERTY MANAGEMENT FUNCTIONS

• Tenant Relations
• Yardi accounting software
• Kardin Budgeting Software
• WorkSpace work orders system or similar
• Contract Services Administration
• Lease administration
• Leasing (Strategies and Negotiation)
• Escalation
• Construction and Tenant build-outs
• Remodeling
• Engineering and Preventive maintenance
• Energy Management
• Accounting and Financial Analysis
• Budgeting
• Business Plan
• Activity reports
• Security
• Emergency Procedures
• Policy Manual and Administration
• Partner and Development Office Relations
• Insurance
• Garage and/or Parking Operations
• Operations Sequence
• Personal Administration
• Training
• Employee Relations
• Management Skills
• Tax Assessment (Annual)

 

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned)

• Lead, manage, and motivate staff and vendors.
• Continuously inspect the building, grounds, vacant and occupied space to determine repairs or maintenance required to maintain high quality appearance and building/property condition.  Develop preventive maintenance programs with maintenance personnel, including necessary preparation for seasonal variations.
• Become familiar with all tenant leases and Building Rules and Regulations to be able to review and investigate tenant complaints and lease questions.  Follow up with tenants in a timely manner on resolution of complaints, status of Tenant Service Requests, and miscellaneous tenant requirements.
• Build tenant loyalty by having a total-service approach to the job.
• Coordinate completion of tenant improvements required in leases and lease amendments.  Coordinate and monitor billing of all fees and expenses related to tenant service requests.
• Research and provide information on operating costs and maintenance requests.
• Maintain and enforce all service contracts and contractor relationships required by the property.
• Review monthly general ledger and balance sheet.  Prepare, review, and analyze standard monthly reports including Tenant Rent Rolls, Balance Sheets, Variance Reports, Project Lists, Rent Projections, Cash Flow Projections and Aged Delinquency Reports.
• Contribute to sales and leasing by working in cooperation with the Leasing Team to ensure the property is marketable primarily based on value, not solely on price.  Support leasing activities and the negotiation process.
• Perform and manage special projects and tenant events as required.
• Supervision of all maintenance programs relating to interior and exterior condition and appearance of the property.
• Responsible for a positive and prompt response to requests from building tenants and to the implementation of ongoing contact programs to constantly assess tenant needs and to assure problems are being solved promptly and to the mutual benefit of the tenant and the property.
• Responsible for the selection of outside contract services, vendors, negotiation of service agreements, and day-to-day monitoring of vendor performance to assure full compliance with standards established within the service agreement.
• Responsible for the development and administration of the Business Plan, Action Plan, and Budget for the property. Upon approval of the Business Plan, Action Plan, and Budget, the Sr. Portfolio Manager is accountable for maintaining management practices within the parameters of the approved Business Plans, Action Plans, and Budget.
• Accountable for the collection, analysis, and reporting of such data as may be required to provide an accurate and current assessment of building management results.
• Responsible for the administration of all tenant leases in full compliance with lease provisions. The Sr. Portfolio Manager is responsible for the timely determination of escalations, time collection of all rents and for undertaking appropriate action to help lease available space within the building.
• Responsible for ongoing meaningful communications with the owner’s representative of the property and the appropriate accounting staff. Responsible for understanding and accomplishment of owner’s goals and objectives for the project.
• Responsible for the day-to-day financial management of the property with specific attention to accounts receivable, collection activities, financial analysis, maintenance of accounts payable on a current basis (taking advantage of discounts wherever possible) and the maintenance of all necessary financial records and files in an accurate and timely manner.
• Charged with full compliance of all policies and procedures with respect to the administration of personnel employed, as part of the approved staffing tables.
• Accountability for compliance with on-the-job training activities for subordinates and trainees, working within the policies and procedures set out by the management company.

 

MINIMUM QUALIFICATIONS:

• Bachelor’s degree or equivalent combination of education and experience.
• Proven ability to lead a team.
• Minimum of 7 years work experience in Commercial Real Estate Property Management.
• Accounting/Accounts Receivable/Payable experience required.
• Customer service experience.
• Experience with monthly reporting, budgeting, contract administration, and leasing for commercial properties.  Ability to analyze legal documents and financial reports.
• Excellent verbal and written communication skills.
• Ability to work in a team environment with positive attitude.
• Highly organized and detail-oriented.
• Proven ability to multi-task.
• Ability to handle confidential information with discretion.
• Ability to maintain focus in a fast-paced environment with many daily interruptions.
• High level of computer skills necessary to execute the job functions effectively — MS Word, Excel, PowerPoint, etc.