Facilities Manager

SPECIFICATION

Commercial property managers are responsible for overseeing and directing operations at properties including retail spaces and office buildings. They typically manage the day-to-day needs of these properties, including maintenance and custodial tasks, while interacting with tenants to collect and process rent checks, maintain lease agreements, and show spaces to potential lessees.

 Commercial property managers may work at one specific location or may be responsible for several buildings owned by a single property management company. This is a role that requires a high level of organization and the ability to successfully resolve customer service questions and provide a point of contact for tenants and building owners.

Responsibilities

• Manage Leases – Commercial property managers are often the go-to contact for tenants and potential tenants. They may be responsible for creating and signing lease documents, updating leases before they expire, and showing available spaces to businesses seeking commercial space. In some cases, they are also responsible for negotiating lease terms, establishing expectations for the tenant and property management company, and updating leases to attract and retain quality tenants.
• Direct Maintenance Activities – Commercial property managers are also responsible for conducting maintenance and cleaning activities and working with third-party service providers to repair and maintain crucial building systems like HVAC, plumbing, and electric. They may negotiate and prepare contracts for long-term maintenance activities and individual projects and often supervise maintenance projects to ensure that they are completed according to expectations.
• Report Financial Information – For commercial property managers who work for larger property management companies, reporting financial information can be an important part of the job. Commercial property managers may gather financial data and prepare reports on budgets, occupancy, and overhead costs to help support decision-making and ensure profitability. They may also submit monthly or annual reports on property income and tenant payments.
• Market Commercial Spaces – Many commercial property managers are also tasked with marketing available commercial spaces to potential clients. This helps to ensure that commercial properties are not sitting empty and that commercial spaces are generating revenue. Commercial property managers may advertise available spaces in local publications or online and post signage advertising information about spaces for rent.
• Manage Cash Flow – In addition to reporting on financial information, commercial property managers also take an active role in cash flow management, establishing budgets and identifying opportunities to reduce overhead costs. They may analyze tenant trends and leases to generate ideas to enhance income and are also frequently responsible for collecting rent payments and paying subcontractors.
• Oversee Personnel Management – Frequently, commercial property managers also oversee site personnel, including security guards and regular maintenance staff. In this aspect of the role, commercial property managers are responsible for processing payroll, making hiring decisions, and conducting employee assessments, as well as communicating with employees to outline expectations and complete business-critical projects.

Experience & Qualifications

• Customer service – because commercial property managers are often the go-to contact for tenants, they need to possess excellent customer service skills and the ability to resolve conflicts
• Negotiation skills – commercial property managers frequently negotiate leases with clients, so diplomacy and skill with compromise is vital for creating leases that benefit both parties
• Financial management – creating budgets, reporting on financial performance, and collecting tenant rent payments are all important aspects of this role, so familiarity with financial management is also necessary
• Contractor relations – commercial property managers hire and supervise contractors to conduct maintenance and cleaning activities, so they should have a background in supervising personnel and directing projects
• Marketing experience – commercial property managers often need to market available properties and spaces to potential tenants, so some familiarity with marketing principles and practices can help attract top tenants
• Organization and multitasking skills – commercial property managers should be highly organized and able to quickly pivot between the varied responsibilities of this position