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Job Opening: Assistant Property Manager, the Pythian Building

By Green Coast on 17 Feb 2017

Assistant Property Manager, the Pythian Building

Organizational Overview
Green Coast Enterprises develops real estate and performs a continuum of real estate services focused on urban areas in need of community renewal located in the Southeastern United States, with a special focus on coastal areas threatened by climate change. Our projects are profitable, and they result in economically vital, environmentally superior spaces that are healthy and exciting for their users.

Position Description
Green Coast Enterprises seeks exceptional staff members to support the implementation of projects that meet the company’s triple bottom line standards. The Pythian Building Property Manager is responsible for maintaining and operating 234 Loyola, which is owned and controlled by Green Coast Enterprises, ERG Enterprises, the Crescent City Community Land Trust, and other partners.

Essential Duties and Responsibilities
The Pythian Building Assistant Property Manager will be responsible for assisting the Property Manager in the management and operation of 234 Loyola which is a 130,000 square foot 9 story building downtown. The Assistant Property Manager will also coordinate stewardship services •€” supporting eviction prevention, community building and upward mobility.

Responsibilities will include:

  • Coordinating and leading tenant orientations for new tenants
  • Implementing a Stewardship Services Plan, targeting (but not exclusive to) income-adjusted renters:
  • Eviction Prevention: 1. Track tenants’ rent payments, alerting Crescent City Community Land Trust of eviction danger
    2. Proactive and regular positive communication with tenants
  • Community Building: 1. Coordinate tenant meetings and community-building events in the building
    2.Develop and distribute regular tenant newsletter
  • Upward Mobility: 1. Build and manage relationships with service providers
    2. Coordinate use of the community room for trainings, events and classes

Requirements

  • Three to five years’ experience managing commercial property, including leasing, managing tenant relationships and reporting.
  • Strong organizational skills, attention to detail, ability to work successfully with limited direct supervision.
  • Demonstrated interpersonal, problem-solving and teamwork skills, and the ability to collaborate with different levels of an organization, both internally and externally.
  • Strong computer skills, including: MS Word, MS Excel, MS PowerPoint, internet research, and Adobe Suite.
  • Ability to foresee needs and proactively address them.

Appendix II—Property Manager Responsibilities

The Owner hereby assigns the Manager as agent to handle the following responsibilities:
A. Leasing Units:

  • Advertise rentals
  • Answer phone inquiries about vacancies
  • Show vacant units
  • Run credit checks
  • Select tenants
  • Accept initial rents and deposits
  • Negotiate rental leases in partnership with the owners
  • Sign leases and sign property condition checklist
  • Give required disclosure forms

B. Property Turnover:

  • Inspect unit upon tenant move-in
  • Conduct anniversary meetings and send thank you letters
  • Inspect unit upon tenant move-out
  • Supervise general cleaning of unit upon tenant move-out
  • Verify space has returned to the conditions specified within the lease. Including painted walls, light fixtures, bathroom fixtures, floors, wall coverings, and necessary repairs

C. Rent Collection:

  • Collect rents when due in collaboration with the Finance Manager
  • Promote and establish auto draft and electronic payment accounts
  • Sign and send rent receipts
  • Maintain rent-collection records
  • Collect late rents and charges
  • Inform Owner of late rent
  • Prepare late rent notices
  • Serve late rent, pay or quit, and unlawful detainer notices

D. Maintenance:
  • Conduct monthly drive-by inspections of buildings and grounds
  • Conduct semiannual interior inspections
  • Provide monthly report of maintenance, repairs, and utility expenses to Owner
  • Give rental violation notices when applicable
  • Order the regular cleaning of hallways and entryways and other common areas
  • Replace light bulbs in common areas
  • Drain water heaters
  • Order the cleaning of stairs, decks, patios, façades and sidewalks
  • Order Lawn care, trim bushes and rake leaves
  • Order the cleaning of garbage and debris on grounds

E. Repairs (arranging for repairs for the following issues)

  • Accept tenant complaints and repair requests
  • Inform Owner of maintenance and repair needs
  • Categorize and maintain written log of tenant complaints
  • Plumbing stoppages
  • Faucet leaks/washer replacement
  • Toilet repairs
  • Light switch and outlet repair/replacement
  • Heater thermostat repair
  • Window repair/replacement
  • Exterior Painting
  • Water intrusion, roofing
  • Key replacement
  • Handle all other routine maintenance and repairs
  • Coordinate repairs with contractors if needed (with owner approval for jobs more than $ 250 )

F. Other Responsibilities
  • Provide a phone number to tenants as an emergency contact number. Within reason, Manager should be able to respond at any time to an emergency.
  • Meet or call Owner monthly to consult on the job priorities and give updated reports on status of residents and management priorities.
  • Coordinate with Finance Manager and Office Administrator to pay all utility bills, maintenance, invoices, taxes, insurance bills for the properties.
  • At the end of the month, once all bills are paid, property management fees will be subtracted and the manager will write a check to the owner for his monthly proceeds. This is done in coordination with the Finance Manager

Hours and Schedule

Manager will be available to tenants between 9 a.m. and 5 p.m. on Monday through Friday.

Except for emergencies, hours in excess of 40 hours per week must be approved by Owner. Hours worked in excess of agreed upon amount due to emergencies must be reported to Owner within 24 hours.

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