Job Location : Rochester,NY, USA
Job Type Full-timeDescriptionI. BASIC FUNCTIONA. Responsible for maximizing the financial returns from the properties in accordance with the owner's objectives as determined through frequent communication and reporting to entity principals; and maintaining the integrity of the physical assets with purposeful capital expenditure planning and routine preventive maintenance performance.B. Responsible for the selection and supervision of all site sub-contractors, and any on-site personnel.C. Assists the President, Vice-President, Controller, and DiMarco ownership with special projects, administrative tasks, and other non-property management related work, to achieve the goals of the company.II. RELATIONSHIPSA. Reports to President, and Vice-President, of the Commercial portfolio. In some cases will report directly to the owner/managing general partner of client properties.B. Supervises any on-site personnel at commercial properties and personnel assigned to special projects.C. Maintains direct relationship with Baldwin's Commercial Administrative Manager and Commercial Leasing personnel.D. Maintains relationships with field representatives and supervisory personnel of applicable governmental agencies.E. Maintains relationships with suppliers, vendors and professionals servicing the company or commercial properties.F. Maintains membership in appropriate trade and professional organizations, as may be approved by President and Vice President. IREM, BOMA and local Chamber of Commerce affiliations will be organizations of interest.G. Maintains effective and professional relationship with all 3rd party management ownership entities.III. RESPONSIBILITIESA. Maintaining the physical asset:1. Coordinates and supervises any applicable maintenance staff, under overall direction of President and Vice-President of Commercial Operations.2. Delegates and supervises scheduling of maintenance work, including timely completion of all items identified on the annual preventive maintenance schedule prepared individually for each site.3. Completes regular inspections and follow-up on maintenance work, prepares routine status reports including anticipated problems.4. Selects, supervises, and reviews all contractual services.5. Confirms that all available spaces are ready to lease. Performs inspections and prepares detailed punch lists after spaces are turned over to new tenants. Coordinates the Existing Conditions Report and Limits of Demised Premise (LOD) narratives with the Director of Facilities.6. Assures that all tenant service requests are completed in a timely manner, and are logged properly7. Regularly inspects commercial properties and reports any issues verbally and/or in writing as may be applicable.8. Makes recommendations for physical repairs and/or replacements, secures qualified bids, and coordinates approved improvements and property upgrades.9. Maintains on-call status to respond to any and all emergency requirements and is responsible for coordinating all appropriate response.B. Financial monitoring and control:1. Prepares annual cash flow plan for each property.2. Reviews monthly income statements, balance sheets and general ledgers and prepares explanations of variances on a quarterly basis. 3. Reviews tenant aged receivables on a monthly basis and directs appropriate collection action.4. Maintains and implements purchase order system. Approves purchase orders and invoices for all scheduled maintenance, supplies, and services. Approves expenditures up to $500. Approves all accounts payable for disbursement.5. Reports and approves any payroll information to Accounting Department on a timely basis.6. Works with Accounting Department to facilitate reimbursements from any applicable reserve accounts. 7. Is the primary party that will create, submit, and then monitor annual operating budget for each commercial entity within the management portfolio.8. Will oversee the Common Area Maintenance reconciliation and billing process for all tenants/merchants operating at each property within the current portfolio.9. Creates monthly variance reports for financial statement evaluation, along with the preparation of operational status reports for individual sites.C. Lease Activity and Marketing:1. Will be the primary party responsible for the negotiation of lease renewals for existing tenants, reviewing all proposed terms with the Property Owner during the term extension process.2. Will work closely with the leasing team of all new lease deals, evaluating each prospect, and reviewing lease content and financial viability.3. Will work closely with the construction management team on all fit-up requirements that may be necessary for proper space turnover for new businesses.4. Will coordinate all marketing efforts- property signage needs, window displays, social media outlets, and local advertising placement.D. Administration:1. Prepares annual management plan for each commercial property with specific fiscal, physical, and administrative objectives.2. Properly maintains property files and records, including a Summary Lease Abstract for each property, and individual lease abstracts for each lease.3. Interfaces with outside professionals regarding legal, accounting, insurance, tax, and other matters, as appropriate.4. Handles any emergencies that may arise, and prepares contingency plans to respond at any time to any crisis situation that may arise.5. Communicates all problems and makes recommendations President as may be appropriate.6. Prepares monthly cover letter to be sent with the monthly financial report to clients.7. Maintain tickler files for general administration purposes, including- but not limited to: tenant lease expiration dates, rent escalation dates, CAM and operating budget completion dates.8. Operate within the existing MRI property management software system efficiently and effectivelySalary Description 80,000 per year