Job Opening: Property Manager for the Pythian Building
By Green Coast on 10 Nov 2016
PROPERTY MANAGER —THE PYTHIAN BUILDING
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.
Green Coast Enterprises seeks an exceptional Building Property Manager for the Pythian, at 234 Loyola Avenue in New Orleans. The Pythian is a renovation of a nine-story, 130,000-square-foot building that was originally built in 1908; it will reopen in the spring, 2017. (http://www.thepythian-nola.com/) The Property Manager will be responsible for maintaining and operating the building, which is owned and controlled by Green Coast Enterprises and its partners ERG Enterprises, the Crescent City Community Land Trust, and others.
Essential Duties and Responsibilities
The Property Manager’s responsibilities will include:
- Leasing to maintain full occupancy— advertising spaces, negotiating leases and selecting tenants through established protocols, including maintaining the mixed-income and mixed-use nature of the structure. To that end, the building intends to use the next available unit approach. It is the job of the property manager to make sure this process goes smoothly and fairly.
- Managing tenant relationships. Within reason, Manager should be able to respond at any time to an emergency, and tenants will have the Manager’s contact information.
- Collecting rent.
- Maintaining the properties and building systems. The Manager should identify issues and potential issues, develop plans for addressing them, work with the owners to decide on a course of action and oversee implementation of the decision.
- Coordinating with the Green Coast Finance Manager and Office Administrator to pay the property’s bills, including utilities, maintenance, taxes and insurance.
- Reporting monthly revenues and expenditures to the owners, with the assistance of the Finance Manager.
- Overseeing marketing and public relations for the building, including social media and website.
- PM is fully accountable for all day to day property operations, overseeing and enhancing the value of the property. This includes maintenance, lease up, and move out, using the software tools to support them. Continue to refine the protocols.
- Holding regular building-wide gatherings to garner feedback on building operations and build community amongst the tenants, both commercial and residential.
- Maintaining and expanding on the public-facing components of the building that are intended to help educate, inspire, and inform about the history of the building.
- Managing property management staff as needed.
- Working with the leasing team on initial lease-up of the building, according to leasing policy and procedures.
- Scheduling common areas, including working with owners to host educational trainings for interested tenants.
- Maintaining communications with tenants, including building event notifications and other regular outreach/communications (quarterly newsletter, use of building intranet to share events nearby, and/or collaboration with building partners like Bike Easy, Downtown Development District, etc)
- Maintaining logs of written communication with tenants regarding issues in the building (i.e. late rent, repairs, etc), generally through appropriate use of the online property management system.
- Maintaining a wegowise account for the building and each space in it (including ensuring that appropriate approvals are worked into leases) so that we can track how much energy and other resources the building uses, and encourage our building users to do more with less.
- Three to five years’ experience managing commercial property and/or mixed-income housing development, 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.
How to Apply
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
- 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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