Job Posting

Portfolio Assistant | Fort Worth, TX

Overview

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

More Positions

Commercial Property Management – Contract Administrator - The Woodlands, TX

Title: Commercial Property Management – Contract Administrator

Compensation: Based on Experience

Reports to: General Manager


Purpose and Scope

We are looking to hire an analytical contract administrator to manage the drafting and revision of operational contracts as well as providing support for the general management and operations of the property. The Contract Administrator will analyze and interpret a wide range of documentation. The contract administrator will bid contract terms and conditions between various services. This position is accountable for establishing and maintaining various contractual files, calendars, timeline tracking, with all levels and aspects of property management including but not limited to, owners, managers, tenants, contractors, vendors, and the public. You will maintain files for contracts containing original contracts, relevant correspondence, amendments, clarifications, and payment schedules. To succeed in this role, you need to detect errors and inconsistencies in bids/proposals and have excellent analytical and excel skills. Ideal candidates are detail-oriented, accountable and are proficient multitaskers.

Job Description

  • Liaising with staff on all levels of the company to analyze and determine a comprehensive scope for contracts for bidding and operational functions
  • Communicate with vendors for a bid or communicate with Operations Director regarding bids. Prepare service contracts, verify compliance with rules and regulations. Sharing and clarifying contract processes, conditions and details with management, business partners and employees
  • Obtaining contract-related information from relevant parties, prepare license agreements, communicate regarding expirations
  • Inventory control – schedule and prepare documents for ownership as required
  • Ensuring relevant documentation accompany contracts and maintaining digital and hard copies of relevant

    documentation

  • Liaising between parties regarding contract development, and negotiations regarding terms and conditions, and drafting and revising changes as required
  • Maintain yearly calendar for keeping on task, meeting deadlines for contracts, agreements, ordering, etc.
  • Ensure filing systems are maintained and current
  • Implement procedural and policy changes to improve operational efficiency
  • Have an awareness of what sustainability means to the property by setting goals or understanding of KPI’s

    for the following: recycling programs, grease/cooking oil recycling, metal recycling, effective management of the property waste stream, maintain property LEED and IREM certifications

Qualifications

  • 7+ years of business administration
  • Proficient knowledge of legal and insurance language
  • Must have the ability to effectively communicate in English, verbally and in writing. Skills will be used

    to produce quality reports and correspondence as well as thorough instructions and directions

  • Must have the ability to effectively communicate in English, verbally and in writing. Skills will be used

    to produce quality reports and correspondence as well as thorough instructions and directions

  • Proven ability to compose and edit correspondence, create graphs, and develop layouts
  • Ability to read, write, interpret, and analyze documents such as leases, contracts, operating and

    maintenance instructions, and procedure manuals

  • Excellent communication skills, including ability to speak effectively with shoppers, tenants, vendors,

    community partners as well as fellow staff

  • Ability to maintain a high level of confidentiality
  • Strong attention to detail
  • Excellent judgement and decision-making skills
  • Excellent computer skills (Word, PowerPoint, Excel)
  • Proven problem solving and interpersonal skills
  • Able to cope with shifting priorities difficult situations and deadlines

Qualified candidates please send your resume to MSWinfo@trademarkproperty.com

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Operations / Maintenance Manager - Fort Worth, TX

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

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Shopping Center Operations Director, Zona Rosa (Kansas City, MO)

Title: Retail Operations Director, Zona Rosa

Compensation: Based on Experience and Qualifications

Reports to: General Manager


Overview:

The Operations Director is responsible to oversee day-to-day operations for assigned retail/mixed use property.  Oversee overall maintenance and implement preventive maintenance programs to maximize the owners’ financial return and for the benefit of the tenants, customers and communities in which the asset is located.

Specific areas of responsibility would include:

Primary:

  • Primary responsibility is to coordinate the operational activities of the assigned center(s), including the day-to-day activities of maintenance and repair, risk management, development and implementation of operational standards and specifications, tenant coordination / construction, service contracts of the retail properties.
  • Implements preventative maintenance programs to enhance the value and profitability of the center and effective cost control.  Identifies problem areas and proactively works to improve the processes to maximize work performed.
  • Integral in implementing annual operating budgets, capital expenditures, and executes plan within guidelines.  Financial responsibility for assigned center(s) to control CAM costs within the approved budget and for budgeting and improving net income beyond approved budget.
  • Maintains communication with tenants and employees to improve success of the property.
  • Promotes effective business relationships to convey company operational policies.
  • Reviews General Ledger for accuracy and maintains the integrity of the approved budget line items and year-end accruals.
  • Ensures tenant compliance with lease requirements including tenant/landlord responsibility for repairs and maintenance, hours of operation and care of premises.
  • Ensures compliance with AIA, Building Codes and OSHA standards/policies and regulatory guidelines.  Ensures a safe working environment for employees and takes corrective action, as needed.
  • Contracts with outside vendors, including obtaining RFPs or bids, drafting contracts for approval and coding bills for processing.  Monitors contractor performance.  Approves payables.
  • Evaluates center for property needs and recommends improvements as required.
  • Oversees the condition and maintenance programs of key asset systems, HVAC equipment, electrical equipment and property vehicles.
  • Monitors on-site tenant construction for compliance with approved plans and performs punch list for Tenant Coordination.  Works proactively with tenant’s architects and contractors to ensure timely construction schedules and openings.

 

  • Interface with the Marketing Director and coordinate facilities personnel to install marketing signs, setups and teardowns, etc.
  • Ability to communicate effectively and maintain positive relationships with tenants, vendors, employees, contracted personnel, managers and local government regarding center operations or personnel issues to ensure the smooth operation of the center.
  • Maintain advanced technical skills in HVAC, electrical systems, plumbing systems, building automation systems, utility metering systems, fire control and related site-specific facilities equipment.  Serve as the technical expert for complex building issues.
  • Design and implement new ways to improve electrical systems and HVAC systems, minimizing energy consumption at the facility.
  • Other duties as assigned.

Supervisory Responsibilities

  • Provides objectives, evaluates performance and gives interim and annual performance reviews of direct reports.  Ensures compliance with company personnel policies and applicable laws.  Direct reports to include Maintenance Supervisor and Maintenance Technicians.  May supervise non-exempt, exempt or professional employees.  Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
  • Responsibilities may include recruiting, interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding, counseling and disciplining employees; addressing complaints and resolving problems.

Essential Functions:

  • Standing up to 8 hours a day.
  • Walking up to 8 hours a day.
  • Working outdoors for 8 hours a day.
  • Regularly required to crouch and reach to install/move equipment by bending forward at the waist or by bending legs and spine.
  • Ability to stoop, stand, climb, and frequently lift a minimum of 50 lbs.
  • Able to speak clearly so others can understand you.
  • Demonstrate skills and knowledge of all types of power tools.
  • Ability to safely operate fork and aerial lifts.
  • Detail oriented, with the able to handle multiple projects simultaneously.
  • Ability to work on roofs.
  • May be exposed to inclement weather.
  • Must be able to work in close and cramped spaces including attics, basements, various crawl spaces and areas with low light or no light at all.

Requirements:

  • A Bachelor’s degree from a four-year college or university or relevant experience.
  • 5+ years related field experience
  • Minimum 2-3 years of management experience
  • HVAC experience is a required
  • May be required to possess appropriate license/permit for trade as may be required, i.e. Journeyman or Master Electrician License or City Licenses.

 

Knowledge, Skills and Abilities:

  • Ability to work independently combined with a strong collaborative style of communication.
  • Must have thorough knowledge of construction, the day-to-day operations of maintenance and facilities, security and housekeeping functions, and the tenant relations requirements of managing retail properties.
  • Must have some knowledge of commercial real estate including a broad understanding of finance, leasing and legal.
  • Ability to develop strategic solutions required.
  • Persuasion and conflict resolution skills required.
  • Ability to communicate with all levels within the organization and ability to work and learn independently and in a team situation.
  • Strong organizational and time management skills.
  • Excellent interpersonal, oral and written communication skills.
  • Ability to deal with multiple tasks effectively and establish priorities.
  • Strong attention to detail.
  • Excellent PC, Excel, MS Word and PowerPoint

Professional and Personal Characteristics:

  • Creative and innovative approach to solving problems and resolving issues.
  • Ability to work independently combined with a strong collaborative style of communication.
  • Demonstrated organizational skills.
  • Strong analytical and technical skills.
  • Results-oriented and high energy.
  • Highest level of personal integrity.
  • Ability to multi-task in a fast-paced environment.
  • Ability to prioritize work and meet deadlines.
  • Passionate and committed to his or her own personal and professional development as well as that of his or her colleagues.

Qualified candidates please send your resume to mauzenne@trademarkproperty.com

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