Director of Property Management / UHNW Family - Career Group : Job Details

Director of Property Management / UHNW Family

Position Description:

The Director of Property Management oversees all aspects of the day-to-day management of the residential real estate portfolio. The Director of Property Management is responsible for ensuring superior client service, overseeing the operations of the property and local house managers, preparing and managing budgets related to overall operations and improvements.

Owner(s) Relations:

•Interact directly with middle and senior management and vendors to ensure client satisfaction.

•Ensure timely and accurate communications with vendors and owner/principals.

•Interface with local house managers to address and anticipate issues/concerns and enhance the living environment.

•Attend regularly scheduled meetings related to maintenance and property improvements.

•Enforce all maintenance and service agreements and up to date, local code requirements.

•Foster and maintain open lines of communication in order to work collaboratively with other departments (i.e., local house managements, domestic staff, main office accounting and main office and local IT).

•Oversee the work of the IT/AV Manager related to residential issues and renovations.

•Prioritize documenting maintenance, creating fool-proof checklists and detailed manual for each property that is also accessible locally and remotely. Familiarity with Virtual Doc a plus.

Building Operations:

•Monitor and ensure the day-to-day operations of the property while emphasizing a positive response to concerns of the owner/principals.

•Schedule, anticipate, monitor and ensure the timely maintenance of all building operations and systems, including the coordination of preventive maintenance work. For beachfront property this includes monitoring the weather and coordinating necessary precautions related to storms.

•Monitor all maintenance and repair work, including obtaining competitive quotes from vendors, scheduling and coordinating work, and reviewing work after completion.

•Negotiate all service contracts, including bidding, awarding, and managing building contracts and ensuring that suppliers/service providers are meeting contractual obligations (i.e., HVAC, cleaning, landscaping, snow removal, pest control, critical systems maintenance, etc.).

•Respond to building emergencies to coordinate resources and provide appropriate guidance for the preservation of life and property, including the implementation of restorative, corrective, and preventive actions.

•Coordinate construction, approval of shop designs, work with principals to approve budgets/ change orders.

Administrative & Financial Functions:

•Prepare Annual Budget, Monthly Variance explanations, Utility Consumption Reports, and other reports as required.

•Develop, prepare, and manage short and long range operating budgets and forecasts.

•Analyze past expenditure patterns and make recommendations for improvement.

•Process invoices through various accounts payable procedures; manage vendor payments expenditures/records, orders and delivery logs; review charges and identify and report discrepancies.

•Ensure that appropriate confidentiality agreements and insurance requirements for vendors are in place for all properties.

•Coordinate team project/ task lists and distribute as directed.

•Facilitate weekly staff calls and monthly property calls with principal.

•Supervision of the work of outside contractors at the property to ensure compliance with contractual agreements, codes, and safety standards.

•The Director of Property Management also supervises and evaluates the work of outside contractors.

275k-375k base plus benefits and discretionary bonus

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