Seeking a Property Manager in Charlottesville, VA!

Physical Management Duties:

  • Weekly site visits/inspections to check the general condition of the property and create maintenance work orders
  • Initiate and oversee budgeted and emergency repairs; monitor for quality control and timely completion of projects
  • Provide direction to maintenance personnel and monitor staff activities; establish property specific policies and procedures
  • Make recommendations for repairs and/or deferred maintenance, with recommendations for corrective action
  • Oversee third party service contractors
  • Perform fire drills as required
  • Oversee tenant improvement work; attend progress meetings

Financial Management Duties:

  • Code and approve all vendor/contractor invoices for payment
  • Review monthly cash flow statements and prepare a written executive summary detailing actual cost variances to budget and noting any building issues
  • Attend monthly meeting with owner to review financial and physical status of the property
  • Prepare an annual operating expense budget plus capital budget
  • Monitor tenant improvement costs and allowance reimbursements
  • Prepare costs analyses as needed for specific expenses, i.e. electric usage

Administrative Duties:

  • Competitively bid all third party contracts for routine building services, i.e. trash removal, hvac, janitorial; award contract and administer
  • Prepare scope for repair work and competitively bid project; award work, prepare Standard Form of Agreement for work; monitor job and approve payment upon satisfactory completion
  • File incident reports with the insurance carrier for any accidents or incidents at the property
  • File and administer insurance claims for property loss incidents
  • Prepare tenant estoppels for new leases and amendments
  • Implement preparation of new tenant package for new tenants
  • Prepare annual maintenance calendar and annual “Budgeted Repairs & Improvements” worksheet
  • Set up Job Cost in Yardi for all major repairs and tenant improvements
  • Read tenant leases; track landlord and tenant maintenance responsibilities
  • Update building policies and procedures as needed
  • Send out annual Hazardous Substance letters to tenants
  • Collect tenant insurance certificates and hvac policies (if applicable)

Tenant Relation Duties:

  • Meet all tenants and develop positive rapport
  • Perform “drop-in” visits when inspecting the property
  • Respond to tenant requests and concerns in a timely and professional manner
  • Monitor tenant improvements for new tenants, perform walk-through with tenant at completion of improvements prior to turnover of space
  • Perform move-out walk-through with tenant when they are vacating the property; prepare appropriate move-out form for tenant’s signature
  • Notify tenants of upcoming work or inspections in the building

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