Career Opportunity

Assistant Property Manager

MCB Real Estate is seeking an experienced Assistant Property Manager to join our growing Baltimore team. MCB Real Estate is a Baltimore based, privately held, institutionally capitalized commercial real estate investment firm that makes select investments in retail, industrial, and office assets.

MCB Real Estate is a privately held, fully integrated national real estate development and investment company based in Baltimore, MD. As a vertically integrated company with internal development, construction, and commercial property management divisions, MCB is involved in all facets of the real estate investment cycle. MCB manages approximately $3bn of real estate assets on behalf of its primarily institutional investment base.

MCB provides equal employment opportunities to all employees and applicants for employment and prohibits unlawful discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Additionally, we are committed to fostering, cultivating, and preserving a culture of diversity, equity and inclusion. We embrace and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique.

This employment practice applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

JOB SUMMARY – the following overview of responsibilities is not an all-inclusive list of job responsibilities and other job-related duties may be added or changed at any time by MCB to support business needs.

The Assistant Property Manager works in unison with the Property Manager for the daily operations, financial and physical management of an assigned commercial real estate portfolio which may consist of a combination of retail, office, industrial and flex space. Additionally, this individual will work directly with the Asset Manager, accounting and lease administration teams for the activities of its portfolio of properties.

JOB ESSENTIAL RESPONSIBILITIES

Facilities Operations

  • Manage and develop RFPs
  • Maintain Plans and Building records to include, site plan, lease plan, construction type and tenant drawings
  • Work with Property Manager and Operations Manager to prepare contracts with outside vendors to provide services as required.
  • Assist Property Manager to ensure that work performed by contractors is performed timely and appropriately.
  • Assist in Preparation of scope of services to issue bid RFP’s per company policies.
  • Prepare and administer execution contract (MSA’s and SOW’s) for services using a contract submittal.
    Effectively manage vendors through a thorough understanding of all applicable service or maintenance contracts, maintain open communication with vendors through regular communications.
  • Administer all required insurance certificates, and invoicing.
  • Manage Vendor contract expirations/renewals and insurance certificates
  • Issue loading dock rules and regulations as needed
  • Ensure that all utilities are in landlord’s name, with correct and current address and timely processed for payment
  • Property insurance premiums and payments tracking and recordkeeping; incident reporting to insurance carrier and Asset Manager
  • Manage Fire Safety System inspection tracking and emergency plan
  • Work with Property Manager to effectively manage emergency services (i.e. flooding & power outages, etc.), and preparation of emergency procedures.
  • Work with Property Manager to administer all State and Federal required reports and safety documentation, such as FLSS inspections, backflow preventer reports, and other applicable governmental reports and documentation required.
  • Manage Mechanical Room common area and vacant space key box system set-up
  • Have a complete understanding of what drives utility consumption and demand, all parts of a utility bill, and utility rebates, new technologies and fostering a good relationship with the local utility representative.
  • Understand utility rate structures as well as analyze and monitor utility consumption and recommend and implement modifications as appropriate.
  • Assist in managing and monitoring: recycling programs, grease/cooking oil recycling; recycling; and waste disposal.
  • Assist Property Manager with Property Inspections and Maintenance activities (i.e. – Regularly inspect and evaluate all building components, equipment, systems and grounds to ensure that the operation of the properties meet the asset Strategy)
  • Effectively use the work order system to respond to property and tenant issues.
  • Enter tenant work tickets in online work order system, dispatch to engineer, and contact tenants to follow up.

Leasing Activity

Tenant Move-in:

  • Coordinate/manage construction documents and insurance
  • Be familiar with Tenant (or Landlord) work drawings, including MEP/FP plans, enforcing the execution of LL approved plans during tenant build-out.
  • Provide instruction for site construction rules and regulations
  • Coordinate/manage tenant and landlord contact information
  • Understand and assist with managing any tenant encumbrances on operations and leasing
  • Deliver space to tenants with landlord work sign-off in conjunction with Lease Administration issuing notices of delivery, rent commencement and other lease required notices
  • Assist Property Manager and Project Manager in managing the landlord and tenant work on time and budget
  • Prepare job cost/tracking sheets, punch lists and close out projects with Property or Project Manager
  • Coordinate and manage Tenant Move-out process

Lease Administration:

  • Maintain Tenant Insurance documentation
  • Manage rent collections – prepare, review and provide Tenant with appropriate support for invoices; make collection calls and issue late letters; court appearances and tracking/reporting of deferral plans and abatements
  • Assist with preparation of the lease abstract
  • Preparation and coordination with Lease Administrator of all adjustment billings and special billing items
  • Assist property manager, asset management and leasing teams with tenant renewals, expansions and contractions including obtaining space, and building information details

Capital Projects

  • Prepare deficiencies list description and cost/description estimate for correction for annual planning
  • Support Property Manager and Project Manager with the implementation of capital projects

Financial

  • Review, code and approve all payables
  • Provide back-up assistance to PM for disbursement management per approved authority matrix
  • Work with Property Manager developing and managing the annual budgets for assigned properties and ensure the properties operate within budget.
  • Work with Property Manager and accounting in the preparation and review monthly operating reports and explain variances to budget.
  • Coordinate cash receipts with Property Management/Accounting/Lease Admin
  • Work with Property Manager, Asset Manager and Lease Administrator to manage collection of accounts receivable and tenant default situations.

Relationships

  • Establish a positive, productive and professional relationship with tenants.
  • Effectively build and maintain relationships with team, and all external contacts, including (but not limited to) vendors, suppliers tenant contractors, contracted services, local authorities, local code officials etc.

Marketing

  • Effectively build and maintain relationships with team, and all external contacts, including (but not limited to) vendors
  • Assist with marketing related events and promotions as needed
  • If applicable, collaborate with other departments within the Company to coordinate and implement promotions, events or specialty leasing programs.

KNOWLEDGE, EXPERIENCE, SKILLS/ABILITIES

  • Preferred – minimum three (3) years of related commercial (retail shopping centers and/or office buildings) property management experience
  • Proficiency with real estate/property management software programs/platforms required, such as MRI, Yardi, WinStack, AVID
  • Microsoft Office software suite proficiency required, including advanced Excel use and user knowledge
  • Effective oral and written communication skills; excellent accuracy/proofreading and attention to detail in all work product
  • Proficiency and consistency with prioritizing workload, multi-tasking, working independently with minimal supervision and meeting work deadlines
  • Excellent math and reading skills
  • Maintain highest standard of work ethics and trustworthiness
  • Travel to building/property sites as needed; valid driver’s license in good standing with the MVA in any state required if driving a vehicle for MCB business reasons. Own transportation required.

Education Requirements:
Preferred – Bachelor’s Degree from an accredited institution with degree focus in business administration or other business area focus. Equivalent combination of education and years of business experience may be considered.

Physical Requirements:
This position is performed in a combination of indoor/outdoor property and office settings. Will traverse outdoor settings during all weather conditions and seasons, including open common areas, grassy, hilly, paved, inclined, stairs, ramps and climbing and traversing commercial site construction areas as needed. Travel independently via automobile and other means of transportation. Office setting includes extended periods of sitting and computer/keyboard use; reading documents; spreadsheet calculations; phone and other electronic equipment. Typing dexterity needed; minimal lifting (<20 lbs.), standing, walking, climbing stairs and ladders, verbal and written communication.

Salary Range: $65-90,000 annual rate, based on commercial real estate property management experience.

All job offers with MCB are contingent upon receipt of satisfactory background reports, which may include, depending upon job duties and as allowed by applicable federal and state law, consumer reports including federal and state criminal, identity, credit, and driving record.
Unless otherwise stated in the job posting, all positions posted are classified as full-time, regularly reporting in-person to an assigned work location.

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