Now Hiring - Boulos Asset Management - Property Manager in Portland, ME

Full description of the position

One of Maine’s leading commercial real estate management companies is seeking a full-time Property Manager to join our team in the Portland, Maine area. The Property Manager is involved in all aspects of day-to-day operations of the property, including accounting, tenant relations, maintenance and repair, security, janitorial services, landscaping, snow removal, etc. The Property Manager handles tenant complaints and service requests and must be familiar with the terms of tenant leases. The Property Manager assists in the preparation of the annual budget, reporting and financial performance of the property.

Skills, Knowledge, and Personal Characteristics

The following attributes are desirable for job success: exceptional communication and organizational skills; detail oriented and accurate especially with numbers; customer service experience; ability to work under pressure; self-motivated and self-directed; ability to assert oneself; exemplary time management skills; ability to work with staff in solving problems and ability to take direction and function as part of a team.

Specific Duties

· Provide excellent tenant service. Respond to tenant and client requests/problems in a timely and courteous manner and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant and clients to ensure satisfactory resolution of the issue.

· Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.

· Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.

· Become proficient with the Building Engines property management software. Coordinate entry of all property information into the software program and establish reporting protocols for maintenance requests, preventative maintenance, vendor and tenant Certificates of Insurance and key lease date tracking. Monitor all key dates and reporting within the Building Engines system.

· Establishment of the Property Management Plan, Preventative Maintenance Policies and Procedures and Property Operations Manual.

General Duties

· Serve as the main point of contact for clients/owners of your assigned portfolio.

· Develop a working relationship with the clients/owners and large tenants.

· Maintain assigned portfolio in class A condition.

· Maintain tenant relations and resolve conflicts as necessary.

· Conduct regular site inspections on all properties.

· Manage service request system.

· Allocate workload and supervise any on-site staff or vendors

· Monitor equipment and inventory

· Create and manage the maintenance budget; review and approve invoices

· Manage relationships with contractors, vendors, and service providers; review and authorize vendor agreements

· Ensure health and safety policies are followed

· Actively work to produce cost-saving opportunities

· Implement and monitor preventative maintenance programs

· Bid work, create contracts

· Attend OSHA training and management meetings

· Write management narratives and explain budget variances in Monthly Management Reports

· Inspect and identify life safety issues

· Administrative Components

· Maintain Electronic and paper files in an organized and logical manner

· Assist Tenants as needed

· Maintain Invoice Coding Spreadsheet and code invoices

· Take maintenance requests if contacted directly and coordinate vendors to complete the request. Follow through to completion, forward to Customer Service Representative upon closure

· Maintain Insurance Certificates for vendors, monitor for expiration dates

· Maintain tenant telephone and mail merge lists

· Maintain and monitor all vendor contracts including but not limited to HVAC, fire panel monitoring, detention pond maintenance, sprinkler testing, landscaping, snow removal, and all other building maintenance related contracts

· Schedule and follow through with annual Backflow Tests, Fire Alarm Tests and Sprinkler Tests

· Set-up and monitor recurring entries for regular maintenance items

· Maintain elevator inspection certificates and coordinate inspections accordingly

· Other duties as assigned by supervisor.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience level:

• 4 years

Experience:

• Property Management: 3 years (Preferred)
• supervisory: 3 years (Preferred)

Work Location: Hybrid remote in Portland, ME 04101