Building Manager - Sierra Pacific Properties
Walnut Creek, CA

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Assumes primary responsibility for on-going tenant relations by developing and maintaining consistent and open lines of communication.

2. Reviews monthly operating statements for accruals and/or items to be re-classed. Report changes to accounting per the Accounting Calendar.

3. Prepares monthly budget variance report descriptions for all properties in excess of $2,000 (unless otherwise directed). Advises General Manager of Office Properties (“GM”) on a timely basis when expense projections vary significantly from original budgets or major delinquency problems arise.

4. Conducts review monthly of Accounts Receivables, makes contact with tenants regarding overdue balances, and prepare and serve 3 Day Notices (as directed). Keeps GM apprised of delinquency problems and takes appropriate action as directed. Prepares/submits monthly delinquency report to the appropriate individuals according to procedure.

5. Prepares annual operating and capital budgets with assistance of GM.

6. Oversees and updates overall security programs in coordination with the GM. Meets as needed with security manager to discuss issues/activities. Maintains copies of incident reports.

7. In association with SPPI risk management policies, assists the GM to diligently implement on-going risk management and environmental control programs.

8. Conducts walk through of upcoming vacancies with tenant representative; prepares move-out paperwork for the accounting department. Coordinates access with GM and leasing agent on vacant suites.

9. Conducts weekly property inspections on all properties, using approved checklist, to ensure properties are maintained in an appropriate and cost-effective manner and in accordance with the annual operating budgets. Prepares written recommendations for physical repairs and/or replacements that are not in the annual operating budgets and submits recommendations to GM. Prepare and submit Inspection Report to GM monthly in accordance with procedure.

10. Prepare, submit and review Service Contracts and Purchase Orders for all contractors hired to perform work on the properties in accordance with procedure. Ensure that all requirements are met (i.e. insurance certificates, etc.). Submit to GM for approval.

11. Prepare and submit Tenant Authorizations and Tenant Invoices (outside of Special Services) in accordance with procedure.

12. Does not approve expenditures exceeding the proposed budget or non-budgeted expenditures without senior management approval. Senior management approval must be obtained prior to commencement of work.

13. Review, stamp and approve all payable invoices within proposed budget for payment.

14. On call and available via phone 24 hours per day, seven days per week, for any after hour situation.

15. Conduct regular inspections with landscape contractor. Coordinate with GM to develop special landscape projects.

16. Reviews Rent Rolls for accuracy according to the Accounting Calendar.

17. Review monthly tenant statements prior to mailing to ensure accuracy.

18. Reviews CAM statements with CAM Specialist for proper billings as per lease.

19. Answer phones/assist tenants as needed.

20. Review Leasing Status Report as submitted by the Leasing Administrator once a month for accuracy. Report inconsistencies and/or corrections to Leasing Administrator within a timely manner.

21. Prepare, submit, and maintain weekly status report and attend weekly status meetings w/GM.

22. Obtain three competitive bids on all repairs and maintenance projects.

23. Review operating budget monthly with GM. Determine necessary reductions or increases with GM’s approval. Coordinate and schedule budgeted projects with appropriate vendors.

24. Conduct weekly walk-through of tenant suites and common areas with janitorial contractor to ensure quality control.

25. Interface with brokers, contractors and tenants prior to lease commencement.

26. Calculate and prepare tenant invoices for all Special Services billings. Includes determining after hours lighting and HVAC costs for tenants.

27. Prepare/Review monthly occupancy schedule for CAM Specialist and janitorial company.

28. Coordinate tenant relations and other promotional events.

29. Handle all incoming tenant requests. Prepare work orders & distribute to the appropriate maintenance, management or security member. Follow up with tenants to ensure satisfactory completion.

30. Prepare/Review work order reports weekly and submit to General Manager (“GM”) for review as necessary.

31. Organize and maintain office supplies. Conduct inventory and prepare supply orders in accordance with procedure.

32. Maintain all tenant, vendor, payable and receivable files. File/copy all necessary documentation.

33. Maintain all fire safety coordinator lists, emergency supplies & disabled persons lists. Audit for updates every six months.

34. Maintain and reconcile petty cash account at a minimum of once a month as outlined on monthly accounting calendar.

35. Coordinate and distribute Tenant anniversary gifts.

36. Maintain and store terminated Tenant lease files, construction files & close out packages. Package and store end-of-year files (payables, special services, etc.).

37. Prepare monthly occupancy schedule for CAM specialist and janitorial company.

38. Maintain and distribute all tenant contact information including emergency contact information. Audit for updates every six months.

39. Update/Maintain property contact sheets.

40. Coordinate with Sierra Pacific office to collect all certificates of insurance for new tenants, updated insurance for existing contracts and all certificates for tenant related service providers. Ensure compliance with contracts and leases.

41. Administer access cards to new tenants upon move-in and established tenants as needed. Maintain accurate database of all cards. Audit with the tenants at least once a year.

42. Administer parking permits to new tenants upon move-in and established tenants as needed. Maintain accurate database of all permits. Coordinate monthly parking and distribute necessary agreements to Sierra Pacific office. Update/maintain parking diagram(s) as necessary.

43. Coordinate tenant move-ins and move-outs including mail service, move in packet, janitorial start date, keys, move in gift, etc.

44. Maintain loading dock schedule (if applicable). Coordinate tenant deliveries and ensure proper insurance requirements are fulfilled.

45. Maintain conference room schedule (if applicable) and handle reservations according to procedure. Walk conference room after each reservation to check for any damage or issues that need to be immediately addressed with tenants.

46. Handle all cash receipts and indemnity waiver requirements for the athletic facility (if applicable).

47. Handle all incoming and outgoing mail.

48. Ensure all communication systems are in working order (portable radios, pagers, cell phones, emergency telephones, office phones, etc.).

49. Maintain kitchen supplies and keep area clean and organized (if applicable).

50. Maintain conference room in a neat and organized manner (if applicable).

51. Assist tenants, vendors, and any other visitors as needed.

52. Collect quarters from product dispensers at the property and submit to SPPI in accordance with procedure.

53. Prepare and distribute access requests as necessary for all vendor, contractor, tenant service provider, etc. activity.

54. Other duties as assigned.

STANDARDS

• Must have the ability to handle multiple projects and meet deadlines.
  
• Must have the ability to manage priorities and workflow.
  
• Must have strong interpersonal skills.
  
• Must have the ability to work with all levels of management, co-workers and diverse Tenant mix with a positive attitude.
  
• Must have versatility, be flexible and have a willingness to work within constantly changing priorities with enthusiasm.
  
• Must have a commitment to excellence and high standards.
  
• Must have excellent written and verbal communication skills.

Minimum five (5) years property management experience.

Salary:

Commensurate With Experience

Apply:

email: lpandelis@hotmail.com

or

Sierra Pacific Properties
attn: Lori Pandelis
1800 Willow Pass Court.
Concord, CA 94553