SUMMARY: Koelbel and Company currently owns and manages a portfolio of office, retail and flex space in the Denver Metro Area. The mission of the Assistant Commercial Property Manager will be to assist and support the management team with a 700k square foot portfolio of newly acquired office properties, located in the Denver Tech Center to ensure best in class physical property condition, efficient building and equipment operations, effective budget management to include rent collection and invoice processing and to provide timely and quality customer care to Tenants.
Essential Duties and Responsibilities
- Tenant Relations – Assist and support Management team with tenant communication to understand and address concerns and issues.
- Support management efforts for a team of building technicians, in performance of building
- Conducts timely site inspections/walk-throughs of properties with corrective action plans for deficiencies.
- Makes recommendations for physical repairs and/or replacements.
- Service Agreement preparation.
- Assist and support Management team, with all vendor contracts (including proper documentation such as certificates of insurance and W-9).
- Coordinates maintenance requests and monitors the performance of contract services.
- Ensure that tenant services are provided according to all lease documents.
- Inspects vendor performance and makes modifications as needed.
- Ensure that mechanical/electrical system maintenance is being performed. Including life safety and maintaining a written record of all testing and alarm activations.
- Follow up to ensure timely completion of scheduled work.
- Manages and invoices for on-site parking.
- Manages the amenity space, conference, training and auditorium space reservations, and associated set up, and billing.
- Support the Management team with content creation, monthly newsletters and other forms of Tenant communication and engagement.
Lease Administration:
- Ensures property files and records are maintained.
- Delivers and/or serves legal notices to tenants (i.e. 3-day notice to pay, 30-day notices).
- Notify tenants of special projects (i.e. building shutdown), emergencies, or other requests.
- Preparation of welcome letters upon lease execution.
- Participation in tenant appreciation events.
Accounting:
- Review accounts payable for appropriate coding and approve for processing.
- Assist with the collection of rents and assure tenant compliance with lease provisions.
- Monitors the non-regular billings are invoiced accurately and timely.
- Prepare other income Tenant billbacks.
Technical Skills:
- Strong organizational skills and attention to detail.
- Experience in utilizing management and maintenance software (Koelbel and Company utilizes Entrata management software).
Values:
Anticipatory – Prioritizes and plans work activities. Anticipates issues and sets goals and objectives. Organizes information in a way that other team members can quickly access and understand it.
Sense of Urgency – Understands time of the essence. Works diligently and efficiently to complete required tasks on or ahead of schedule. Drives hard for completion of projects and tasks.
Problem Solver – Uses reason even when dealing with emotional topics. Identifies the cause of issues and uses critical thinking to work through an implement a plan of action to solve the problem. Develops alternative solutions when the initial plan does not work. Works well in group problem solving situations. Provides proposed solution to problems prior to seeking advice from management.
Attentive to Detail – Focuses on minor details to ensure work quality and risk mitigation. Understands all aspects of the projects necessary to prevent small issues from becoming problems. Coordinates information such that all team members and vendors are working with the appropriate knowledge about the required tasks.
Perseverance – Overcomes resistance or setbacks related to all aspects of the job. Is undaunted in the face of adversity. Anticipates and accepts challenges are normal and recognizes true skill comes from overcoming such challenges.
Passion – Believes in and is motivated by the job’s mission. Is passionate about real estate and energized by the outcomes of the work.
Caring – Is compassionate towards team members, clients, and vendors. Understands their motivations and emotions and works to be supportive.
Competencies:
- Managing Vendors – Includes appropriate vendors in planning, decision making, facilitating and process improvement; Takes responsibility for vendors activities.
- Quality Management – Demonstrates accuracy and thoroughness.
- Cost Consciousness – Works within approved budget; Develops and implements cost saving measures.
- Organizational Support – Follow policies and procedures; Completes administrative tasks correctly and on time; Strong Organizational Skills
- General Requirements – Meets the requirements of the Employee Handbook as it relates to Diversity, Ethics, Organizational Support, Professionalism, and Attendance and Punctuality.
Additional Requirements:
- Computer Skills – To perform this job successfully, an individual should have knowledge of Microsoft Applications (Excel, Word, Outlook, and Power Point). Experience with Entrada a plus.
- Physical Demands – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Language Skills – Ability to write routine reports and correspondence; Ability to speak effectively with tenants, vendors, subcontractors, customers, or other team members.
- Work Environment – The work environment characteristics described here are representative of those an employee encounters while performing the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Qualifications – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily; The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- Minimum of two years in related experience in Commercial Property Management.
- CPM Applicant or other designations preferred.
- Clean valid driver’s license and insurance.
- Clean background check.
- Will be required to perform off-site duties through the use of a personal vehicle.
The following are the metrics of success that will be used in the role:
| # |
Item |
Completion Date |
| 1 |
Property Condition – Physical property condition assessment and timely corrective action for deficiencies. |
On-going – Weekly |
| 2 |
Property Operations – Define scopes of work, contractor bidding and scheduling of annual inspections and predictive maintenance. |
On-going – Annual |
| 3 |
Vendor Management – Oversight of vendor performance for contracted and approved services including tenant work orders. |
On-going |
| 4 |
Tenant Relations – Responsive, solution oriented and professional communication and relationship building. |
On-going |
| 5 |
Accounting – collection of rents, approval of invoices and budget accountability. |
On-going – Monthly |
SALARY RANGE: $60,000 ~ $65,000
BENEFITS: Healthcare, vision, dental, and 401K matching. Details are to be provided with the offer letter.
