Property Manager (Tysons, Reston & Herndon)

Essential Duties and Responsibilities:

Relationship Management

• Responsible for leading work team with positive and respectful attitude to effectively manage day-to-day operations and customer relationships
• Respond to all customer requests promptly, accurately and comprehensively; follow-up to close the loop
• Conduct formal and informal customer meetings to build a rapport and connect key contacts, C-Suite employees to members of the AREP team
• Correspond with customers regarding any change which may affect their operations.
• Preemptively communicate and minimize disruption potentially caused by build-outs, renovations and maintenance
• Plan, coordinate and host workplace experiences and events
• Monitor and track recurring service/maintenance issues; coordinate construction and building engineering staff to decisively address and reinforce transparency/reliability in communications.
Oversee all Customer activities from lease execution, delivery of space, construction, through-out tenancy and final move-out.

Property Maintenance, Engineering and Inspections

• Direct and coordinate the activities of staff and contract personnel and evaluate their performance.
• Inspect property and make appropriate recommendations for value enhancement, safety, and security
• Conduct random, spot inspections of customer spaces; oversee performance of building engineers’ preventive and routine maintenance, in collaboration with the larger building ops team
• Coordinate environmental, mortgage and insurance company inspections and follow through on recommendations, elevating issues when applicable
• Actively engage with construction and building engineering staff on customer special requests.
• Ensure administrative compliance with all HR policies and procedures with respect to on-site personnel
• Monitor and track recurring service/maintenance issues; coordinates construction and building engineering staff to decisively address and reinforces transparency/reliability in communications
• Manage the selection of outside, non-construction contract services and vendors
Conduct day-to-day monitoring of vendor performance to assure compliance with MSA

Finance and Administration

• Conduct reviews of monthly operating statements, analyze income and expense variances and adjust/prepare annual operating budgets/reforecasts
• Prepare annual, quarterly, and monthly financial and property reports
• Review and approve property expenses and invoices for accuracy and appropriate detail. Note discrepancies.
• Prepare and review monthly customer bill-backs – including utilities and special service requests.
• Monthly review and reconciliation of customer charges before sending out monthly statements, tracking expirations and tenant status, reconciling the tenant bill back accounts monthly.
• Receive and review delinquency reports, communicate with customer in the spirit of service and transparency. Make recommendations for default letters.
Prepare operating expense and real estate reconciliations/estimates for Customer charges

Risk Management and Emergency Response

• Prepare and maintain informational reports including, but not limited to:
  • Customer Emergency Contacts
  • Security management reports
  • Contractor lists
  • Snow removal lists
  • Master utility account lists
  • Building information books
  • Customer and vendor contact lists
  • Incident reports
  • Insurance claim reports
• Monitor lease provisions regarding customer insurance requirements and certifications; ensure adequate/compliant coverage
• Develop building-specific emergency procedure handbook; make available onsite and electronically.
Maintain a visible presence and around-the-clock access during emergency situations (e.g., winter storms, power outages, fires, floods, etc.)

Other Duties Include:

Leasing

• Coordinate with Leasing Department for prospective tenant tours; informs onsite staff of incoming tour (noting key prospect details where applicable)
Assist in leasing functions (i.e. weekly calls, building tours, and lease review)

Construction

• Coordinates all details with contractors, construction managers, building engineers and, most importantly, the customer
• Develops and/or verifies punch list based on in-person meeting with construction managers and customers
• Facilitates the timely, accurate and comprehensive completion of punch list items
• Post-construction, monitors work product to ensure quality and tenant satisfaction