Career Opportunities

Retail Property Administrator | Property Manager | Assistant Project Manager | HVAC Technician

 


Retail Property Administrator

Reports to:

Senior VP of Property Management

Job Summary:

Abstract/set up new Leases and amendments. Provide ongoing maintenance of lease files, tenant billings and rent roll information. Collect all monies owed by tenants.

Primary Responsibilities:

  • Abstract all new Leases and amendments, setting up and maintaining Leases in property management software. Compile Lease folders and prepare package for review.
  • Understand Ground leases and % rents. Collect and track sales numbers.
  • Input daily cash receipts in property management software. Follow standard operating procedure for monthly rent collections including late fees, legal proceedings, evictions, etc.
  • Generate correspondence to Tenants including notification of monthly payment instructions, special billings, and changes to payments.
  • Work with Property Managers and Sr. Vice President- Property Management to research and correct outstanding issues related to tenant accounts.
  • Prepare Tenant account reconciliations as needed.
  • Notify Property Managers of expiring Leases, and complete final reconciliations, charges to account, and security deposit refunds.
  • Prepare annual reconciliations of Common Area Maintenance and Real Estate Taxes; process billing adjustments in property management software. Complete additional excel schedules for water/sewer and trash usage as necessary.
  • Prorate charges when needed and maintain all recurring charges in property management software, including annual CPI adjustments.
  • Meet with Property Managers biweekly to ensure a well-coordinated AR collection process.

Secondary Responsibilities:

  • Generate other correspondence as required.
  • Respond to requests for information from Tenants or internal customers.
  • Perform other job-related duties as assigned.

Job Qualifications:

  • 4 year Degree Required
  • 4 – 5 years Overall Lease Administrator experience preferred with 2 – 3 years in Retail Lease Administration
  • Collections experience
  • Regular attendance is an essential function of the job

This job description is not intended to be all inclusive and is subject to change periodically.


Property Manager

Reports to:

Senior VP of Property Management

Job Summary:

The PM works with St. John Properties personnel, tenants, contractors, vendors and the general public to manage his/her property portfolio. The PM is on call 7 days a week and 365 days a year to respond to emergencies. The PM must be very familiar with the tenants, the building and know what the Landlord and tenant lease requirements are to enforce those requirements. The PM’s number one priority is to build value in the building by exercising the following duties:

 

Job Duties:

Tenant Retention and Satisfaction

Make regular visits to all tenants to address any problems and build good relations with tenants at all buildings. The PM will visit all tenants at least 2 times per year; 1 time between January 1 and June 30 and one time between July 1 and December 31, as part of the tenant retention and outreach program.. Visit all new tenants or existing tenants who renew, within one week of their move in date. Visit all expiring tenants 6 months prior to expiration to understand and address any open issues prior to renewal discussions. As needed, tenant problems or complaints will be brought to the attention of the Senior Vice President of Property Management

Respond to all tenant problems or complaints within one (1) hour of call and no later than three (3) hours of call or contact. Follow up on all tenant calls to ensure prompt tenant satisfaction.

Be aware of tenant maintenance calls made to Tenant Maintenance Coordinators

Revenue and Expenses

Work with and monitor the work of the Lease Administrators to ensure that the Lease Administrators bill tenants correctly for CAM, taxes, insurance and other services provided, collect all rents due from tenants and enforce all lease requirements.

Work with Lease Administrators to monitor tenant payments and help with timely collection of all open balances. Continually negotiate, bid and supervise all service contracts for the properties to ensure that we are receiving the best possible service at the most competitive market price at the highest level of quality. Follow and exercise scheduled budget expenses.

Review and approve all invoices and purchase orders. Administer prompt payment to vendors or contractors for products or services rendered. Research all problem invoices to provide an expeditious solution. Research all utility invoices and spread sheets for problems, trends and accuracy.

Physical Building

Identify, evaluate and implement capital and operating projects for the properties as they are planned. Solicit specifications and proposals for minor and major improvements based on the budget schedule. Recommend and implement improvements to increase value by reducing expenses and or increasing income.

Perform semi-annual building evaluations for each building and work with the Senior Vice President of Property Management to review problems and opportunities and to improve the property’s value. Each building evaluation will be set on a schedule for completion and periodic review.

Conduct housekeeping, safety, security and night inspections on a monthly basis to ensure the properties and buildings are well lit, clean, and safe for the tenants and general public. As needed fill out incident reports and insurance claim reports to be filed with the Firm Administrator and submitted to the insurance adjuster.

Inspect all vacant spaces on a weekly basis. Spaces must be clean and present an excellent first impression to prospective tenants.

Leasing

Within 48 hours of the tenant vacating, inspect all vacant spaces, fill out a vacancy report and commence preparation of space(s) for leasing.

Personnel

Work harmoniously with Lease Administrators and Tenant Maintenance Coordinators to be aware of all maintenance, financial and tenant issues.

Administrative

Send out correspondence as needed to confirm and follow up on actions as well as memos to tenants in various buildings to communicate information on a regular basis.

Meet biweekly with Lease Administrators to review AR aging reports.

Prepare and submit annual expense budgets each Fall by calling all service contractors and soliciting prices by October 31, of each year for the coming year. Additionally, the PM will solicit 3 bids from all service contractors that have indicated they will increase their rate for the next year.

Financial

Review and fully understand each property’s expenditures each month and operate each property within the budget. Discuss budget variances with the Senior Vice President of Property Management on a quarterly basis.

Roles and Responsibilities:

The Property Manager is responsible for overseeing all operations of their portfolio. This role requires the ability to work with all employees within St. John Properties.

Job Qualifications:

  • 3-5 years’ experience in commercial real estate management preferred
  • BA/BS degree required; Accounting experience a plus
  • Proficiency in Microsoft Office Suite including Outlook, Word, Excel
  • Experience in MRI preferred
  • Must possess strong verbal and written communication skills
  • Excellent organizational skills and continual attention to detail
  • Demonstrate ability to work independently as well as in a team environment
  • Ability to handle confidential information appropriately
  • Ability to establish priorities and meet deadlines
  • Regular attendance is an essential function of the job

This job description is not intended to be all inclusive and is subject to change periodically.


Assistant Project Manager (Frederick)

Reports to:

Director of Construction

Job Summary:

To provide management oversight for all phases of a Commercial Construction projects, including coordinating sub-contractors, material and equipment, ensuring that specifications are being followed and work is proceeding on schedule and within budget.

Job Duties:

  • Work with leasing agent to develop a construction budget to minimize costs and provide customers with expected end product.
  • Continually maintain up to date historical costs for all different types of work so that in-house estimating can be completed timely and accurately.
  • Develop accurate schedules for project completion and update them regularly during construction.
  • Provide management of every aspect of permit processing including completion of application, submission, and follow up through issuance of permit.
  • Work with local utilities to ensure utility service is received in a timely manner.
  • Solicit bids and review scopes of work for all trades on project.
  • Prepare contracts and negotiate revisions, changes and additions to contractual agreements with architects, consultants, clients, suppliers and subcontractors.
  • Review, authorize, and track invoices.
  • Request/negotiate change orders for out-of-scope work requested. Ensure that payment is received for all additional work.
  • Be knowledgeable with all changing regulations & codes. Maintain construction standards that achieve compliance with local jurisdictional requirements while minimizing cost.
  • Review drawings for completeness and accuracy.
  • Work with Project Superintendent to ensure contractors work is performed to the desired quality, compliant with all contract documents and jurisdictional requirements.
  • Prepare and submit progress and cost tracking reports.
  • Ensure that proper communication with tenant exists so that issues are minimized. When issues arise, work with tenant to resolve the issues to their maximize satisfaction. Conduct weekly progress meetings and provide written updates to tenants during construction.
  • Provide field supervision at project locations as needed.
  • For tenant improvement projects, management of move-in process. Closely coordinate with St John Properties Property Management Department.
  • Work closely with Property Management on warranty issues or other construction related efforts they take.
  • Other duties as assigned. Primary expectation would be to assist Director of Construction with administrative tasks as required by their efforts, however, at times will be expected to help others as needed.

Job Qualifications:

  • Commercial construction experience – minimum of 3 years of experience assisting or supervising construction projects.
  • Knowledge of all construction trades.
  • Bachelor’s degree (Construction Management or Engineering a plus).
  • Ability to work under pressure and coordinate numerous activities and groups of people who need to cooperate to achieve maximum efficiency.
  • Provide transportation to project locations as needed.
  • Regular attendance is an essential function of the job.

This job description is not intended to be all inclusive and is subject to change periodically.


HVAC Technicians

Reports to:

Director of Maintenance and Senior VP of Property Management

Job Summary:

The HVAC Technician performs HVAC preventative maintenance tasks.

Job Duties:

  • Change compressors
  • Change heat exchanges
  • Clean Coils
  • Installs, repairs, and maintains all components in plumbing systems including, but not limited to, faucets, valves, piping, traps, toilets, sinks, and hot water heaters
  • Installs, repairs and maintains all components in building electrical systems including, but not limited to, wiring, lights, switches, breakers, transformers, and outlets.
  • Hangs drywall, finishes drywall, patches holes

Roles and Responsibilities:

The HVAC Technician is responsible completing service requests in a timely and proper manner. This role is also responsible for keeping good tenant relations. The HVAC Technician works closely with Director of Maintenance, Maintenance Coordinators and Property Managers.

Job Qualifications:

  • High school diploma
  • Valid Maryland Drivers License
  • HVAC certification
  • Ability to perform work in a safe manner
  • Knowledge of routine building maintenance and repair techniques
  • Ability to read and perform arithmetic computations
  • Ability to read site plans, schematic drawings, and building plans.
  • Ability to read and troubleshoot off a wiring diagram
  • Ability to use hand tools
  • Ability to use power tools
  • Must be able to work in all types of weather
  • Must be able to set up, take down and climb extension ladders to perform roof work
  • Ability to communicate with tenants and to make tenants happy in conjunction with work that is done
  • Ability to work and stay on a schedule
  • 5 years of related experience
  • Regular attendance onsite is an essential function of the job

This job description is not intended to be all inclusive and is subject to change periodically.


 

To apply for the above positions:

Email your resume and cover letter to hrjobs@sjpi.com

Or Fax your cover letter and resume to: 410-369-1880

Or mail your cover letter and resume to:
Human Resources
St. John Properties
2560 Lord Baltimore Drive
Baltimore, MD 21244

 

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Company will be based on merit, qualifications, and abilities. Except where required or permitted by law, employment practices will not be influenced or affected by an applicant’s or employee’s race, color, citizenship, national origin, gender, sexual orientation, age, religion, creed, physical or mental disability (including pregnancy), marital status, or any other reason prohibited by law.