Title: Operations / Maintenance Manager

Compensation: Based on Experience and Qualifications

Reports to: VP, Property Management

Job Description

In this role, the Operations Manager will support the property management team in providing technical oversight for a retail and mixed-use portfolio exceeding 1 one million plus square feet located in Ft. Worth and Austin.  The position will work closely with outsourced service providers and internal staff to ensure that each property meets or exceeds the company standard for quality service, safety, efficiency and appearance.

Candidate will have a background in commercial real estate operations or facilities management with expertise in the operation and maintenance of mechanical, electrical, plumbing, and fire/life safety systems.  Candidate will also have experience overseeing capital projects and large repair and maintenance projects.

The ideal candidate will have prior experience in retail and mixed-use assets or asset types with similar breadth and complexity.  Candidate must demonstrate success in a fast-paced and flexible environment and be able to work effectively across all levels of the organization from building maintenance technicians to senior executives.  Effective verbal and written communication skills, with a strong customer service focus are required.

Essential Duties and Responsibilities

• Provide daily support for Property Management and be a resource for other teams such as Tenant Coordination, Marketing and Leasing teams.
• Assist in overseeing the daily physical operation of assigned properties including regular inspections to insure properties are clean, safe and secure.
• Participate with property management staff in the development of property budgets for capital expenditures, maintenance and repairs.
• Execute strategic and operational initiatives related to safety, technical consulting, preventative maintenance, capital project supervision, etc.
• Manage the contractor prequalification, bidding, and selection process for capital projects and large repair and maintenance projects.  Create scopes of work and then oversee the vendors performing work on the properties.
• Work with Property Managers to make project recommendations with follow-through to completion.
• Maintain strong relations with vendors and third party service providers to ensure compliance with company policies, quality standards, and schedule requirements.

Qualifications

• Education and Experience

• • Associate’s degree or higher and a minimum of 5 years of experience and/or training, or equivalent combination of education and experience.  This position requires hands-on experience in engineering/facilities management of commercial buildings and experience overseeing typical building infrastructure and repair projects such as HVAC, equipment replacements, roof work, concrete flatwork, irrigation, elevators, A/V, etc.
• Communication Skills
  • Ability to comprehend, analyze, and interpret bid proposal documents.   Ability to effectively communicate with vendors, fellow employees and third party clients.

• Reasoning Ability
  • Ability to solve advanced problems and deal with a variety of options in complex situations.  Draws upon the analysis of others and makes recommendations that have a direct impact on the company.
• Other skills and/or Abilities

• • Intermediate skills with Microsoft Office Suite, Outlook, Box.  Working knowledge of property management and construction.
• Flexibility
  • Ability to be on calls, tenant requests and emergencies on nights and weekends.

What Trademark Provides

• 15 days Paid Time Off – no waiting period. Increases over time
• Additional day off for your birthday each year
• 2 Additional Volunteer days to use in your own community
• 10 additional paid holidays off
• 401k employer match after 30 days of employment
• Employee assistance program to support every aspect of your wellbeing
• Annual Bonus Structure
• Company Paid LTD, STD, and Life Insurance
• Personal and professional growth opportunities
• Monthly team meetings

To apply for this position, send resume to:

Maranda Auzenne at mauzenne@trademarkproperty.com

Title: Portfolio Assistant

Reports to: Manager – Portfolio

Job Description

The Portfolio Assistant is responsible for administrative assistance to the Property Management team, which includes the following positions: EVP – Portfolio, VP – Property Management, Manager/Sr. Manager – Portfolio, two Property Managers, and an Operations Maintenance Manager.  This position also provides travel and expense report assistance to the Asset Management team.

Specific Areas of Responsibility Include:

Property-Specific Duties (currently for 5 – 6 properties):

• Code and enter weekly property invoices into various systems;
• Manage database of tenant and vendor insurance certificates of insurance (COIs) to ensure that certificates are up to date and compliant;
• Enter monthly utility data into Energy Star Portfolio Manager;
• Reconcile monthly property credit card, creating invoice and backup for all purchases;
• Monthly Sales Reports: retrieve sales data and enter data into spreadsheet;
• Prepare tenant default notices (as needed);
• Update Property & Vendor Contact Information (as changes occur);
• Check departmental mail daily, and send any checks to the appropriate Lockbox;
• Enter tenant contact data into requested format for annual tenant satisfaction survey;
• Assist property management group with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services, including scheduling and tracking roof leak repairs;
• Communicate with tenants regarding any facility work being done on premise (as needed);
• Call utilities for disconnection/late notice (as needed);
• Assist with preparation of annual tenant escalation and reconciliation letters;
• Review monthly water submeter report, informing Property Manager of overdue tenants;
• Update any new remit address/emails in Yardi accounting system (as needed);
• Assist with annual 380 Agreement submission (currently 2 properties);
• Submit tenant issues/concerns from tenant/guest report to security company;
• Review and save daily parking management log, update master parking spreadsheet for new/inactive employees, and send quarterly email to tenants to update the employee parking spreadsheet (1 property);
• Community space reservations: input into shared calendar, communicate with party regarding payment, and work with on-site team regarding any event-specific needs;
• Prepare and send quarterly tenant billback invoices for non-recurring charges only;
• Assist with property transitions/on-boarding of new tenants and vendors;

C-Level Executive (EVP) Assistance:

• Assure contracts needing execution are signed and returned;
• Assist in gathering of reporting metrics for the monthly Portfolio Project Review Meeting;
• Prepare Portfolio Leadership Meeting agenda, take notes/follow up on action items;
• Save Quarterly Property Inspections in Box and contact any team with late submissions;
• Coordinate portfolio details related to EVP Portfolio’s Annual Performance Reviews;
• Coordinate travel details and manage calendar for EVP – Portfolio; including proactively scheduling client/partner meetings.  Track number and dates of visits to each property;
• Assist in planning annual Portfolio Management Meeting (organize agenda, reserve hotel block, book meeting room, group transportation, and group restaurant reservations);
• Create, modify, proof and coordinate business development packages/presentations;

Portfolio Duties:

• Prepare monthly General Manager Meeting agenda, collect information from Manager’s for meeting PowerPoint, and manage screenshare during the meeting;
• During new property transition, create UPS labels and mail tenant notification letters, following up on any returned letters (as needed).

ESG Duties:

• Collect and save portfolio utility bills in Box;
• Create new Energy Star Portfolio Manager accounts, including initial set up of meters and initial download of utility data (as needed);
• Train new property employees on how to enter Energy Star utility data (as needed);

Asset Management Team:

• Assistance with booking travel and completing expense reports for Asset Management Team.

Misc:

• Provide administrative support for Asset Management team for adhoc/special projects as needed.
• All other projects as needed and assigned by portfolio group.

Qualifications/Experience

• Bachelor’s degree preferred and 3 to 5 years’ previous Administrative Assistant experience, including real estate experience and working with tenant leases (commercial real estate preferred);
• Candidate must have exceptional MS Office skills;
• Candidate should desire a flexible work environment and be willing to assist other departments as needed.

Competencies

• Candidate must have Adobe Suite skills (photoshop, illustrator and InDesign);
• Customer focused oral and written communication skills;

• Priority setting, decisiveness, organization and time-management skills;

• Excellent customer service skills and professional demeanor;
• Organization, planning and problem-solving skills required;
• Strong attention to detail;
• Reliability;
• Great communication skills and comfortable having challenging conversations with tenants or vendors.

Qualified candidates please send your resume to Maranda Auzenne