Operations Manager

Founded in 1969, Kidder Mathews (www.kidder.com) is the largest, independent commercial real estate firm on the West Coast, with more than 900 real estate professionals and staff in 20 offices in Washington, Oregon, California, Nevada, and Arizona.  We offer a complete range of brokerage, property management, appraisal, consulting, and debt & equity finance services for all property types.  The firm performs $10.9  billion in transactions, manages over 62 million square feet of space, and conducts over 2,600 appraisals annually. Kidder Mathews is an expanding, dynamic, vibrant and entrepreneurial firm and has been consistently recognized as a "best place to work" in multiple markets on the West Coast. Kidder Mathews Property Management is looking for smart, structured, and highly-motivated individuals. Our compensation is competitive with a full suite of benefits offered. Each office also provides full administrative and technical support in a professional environment

Job Summary

The Operations Manager is responsible for the day-to-day oversight and coordination of all aspects of on-going maintenance demands of the Portfolio.  The Operations Manager will ensure that the Kidder Mathews Team reflects the highest level of professionalism in all aspects of the maintenance operations of the Portfolio, with focus on the goals and objectives of the Client, and the mission of Kidder Mathews Asset Services Division. In addition, the Operations Manager will provide the leadership necessary to meet all Portfolio maintenance, capital improvement projects and "Show Ready" requirements, including timely response to and resolution of any tenant or owner requests or concerns.

Essential Functions

Property Operations:

• Perform or direct to be performed, monthly physical property inspections, scheduled preventive maintenance work, reactive repairs, and special projects as directed and approved by the client 
• Create the project scope and ensure follow through on any needed repairs or maintenance, whether performed by vendors, contractors or KM staff
• Interface with tenants, property vendors, and contractors to ensure prompt response to maintenance issues
• Ensure on-going contracted vendor services are performed on schedule, that services meet contract specifications and are performed in accordance with an approved operating budget
• Partner with vendors to increase value and implement long term cost savings
• Review specifications and makes recommendations to Senior Property Manager, as appropriate, for necessary changes or updates.
• Prepare specifications, requests/reviews/compares and recommends bids for contracted services
• Partner with Kidder Mathews staff and contracted maintenance personnel to schedule repairs and create work orders
• Interface with client on property operational issues
• Proactively identify opportunities to enhance the value of the asset and to implement long term cost savings
• In partnership with the Engineering Team, develop and implement preventive maintenance program for the Portfolio: review preventive maintenance reports and schedule needed repairs
• Note items on inspection checklist which require additional follow up and follow up in a timely manner
• Participate in regular KM staff meetings
• Participate in regular safety trainings
• Create work schedule for other Engineering Team members
• Participate in periodic property tours or meetings with client
• Ensure and maintain quality appearance of property meeting both client and KM standards
• Perform and track energy benchmarking on all buildings in portfolio

Financial and Reporting:

• Participate in annual budgeting process including re-bid of service contracts and bids for planned capital expenditures
• Draft operations narrative for monthly owner operating report

Tenant and Owner Relations:

• Maintain courteous, service-oriented rapport with Tenants
• Manage communication flow with tenants impacted by construction or scheduled repair work
• Promote and foster confident, comfortable relationships with Tenants and Clients
• Supervise all "Adds/Moves/Changes of work" areas in the building
• Partner with Client Safety committee to create employee emergency procedures manual for new assignments

Tenant Move In/Out and Construction:

• Conduct (with tenant) tenant move-in inspections; complete move-in inspection report
• Conduct pre-move out inspections with tenants a minimum of 30 days prior to termination of lease
• Conduct (with tenant) tenant move out inspections
• Collect all preventative maintenance reports to ensure that all tenant-maintained equipment has been appropriately maintained and is being surrendered in good working condition
• Create "show ready" scope in accordance with the client's specifications to get vacant space into "show ready" condition
• Schedule and manage vendor/contractor work on all vacant spaces
• Prepare specification and bid tenant improvement construction
• Review/recommend tenant improvement construction bids
• Attend construction meetings; provide input and/or feedback as needed
• Partner with construction contractor to ensure schedules are met and improvements are performed in accordance with client and new tenant requirements and building standards as well as ensuring that other tenants are not inconvenienced during any period of construction activity
• Conduct walk throughs, as needed, with contractor(s) during construction process
• Perform final punch list and ensure all punch list items are corrected
• Maintains construction file

Other Functions

• Perform other duties or projects as requested or required

Essential QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills and Ability

• Ability to work with minimal supervision and lead by example
• Strong computer skills (MS Excel, Word, PowerPoint, Outlook)
• Demonstrated ability to read and understand construction drawings and diagrams
• Demonstrated ability to draft quality, well organized letters, reports, and memos
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to build relationships with clients, vendors and internal partners
• Demonstrated ability to provide excellent customer service
• Demonstrated ability to speak, write, and understand English
• Demonstrated ability to read, understand and abstract leases and contracts
• Demonstrated ability to recognize high quality maintenance work
• Professional communication etiquette with good oral and written communication skills
• Accurate, attentive, detail oriented, with strong analytical skills
• Demonstrated ability to function in a team environment and proactively problem solve
• Ability to work outside of normal office hours to meet various deadlines and handle emergencies
• Demonstrated ability to prioritize and organize workload in order to meet daily, weekly and monthly deadlines
• Demonstrated ability to follow through and complete tasks on thoroughly and on time
• Willingness and demonstration of professional development and continual learning
• Professional demeanor and appearance
• Ability to travel locally
• Must be bondable
• Must have working vehicle, valid driver license and current auto insurance

Education/Education

• Bachelor's Degree or a combination of education and experience
• Real Estate License preferred

Required Knowledge

• Strong knowledge of Commercial Property Management processes and procedures
• Basic understanding of budgeting

EXPERIENCe REQUIRED

• 3+ years Commercial Property Management or Facilities Management experience

Work Environment

• This is a standard office environment with standard office noise like talking, office equipment, etc.  In addition, this position may visit tenant sites in various settings which can be industrial in nature with loud noises and mild fumes.

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk and hear.  This position is rarely active but may require standing, walking, bending, kneeling, stooping and crouching.  The employee must frequently sit and use a computer for long periods of time.  Specific vision abilities are required to do this job including close vision.  The employee must sometimes lift and/or move items up to 10 pounds. The employee must be able to drive for short to moderate distances and/or times.  The employee must often walk through the outdoors and various terrain environments.  The employee may be required to access building roof and mechanical areas.

Supervisory Responsibilities

• There are no supervisory responsibilities.

Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application.  Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared.  You can find this notice on our careers page at https://kidder.com/careers/.