Job Summary
The Operations Manager is responsible for the day-to-day oversight and coordination of all aspects of on-going maintenance demands of the Portfolio. The Operations Manager will ensure that the Kidder Mathews Team reflects the highest level of professionalism in all aspects of the maintenance operations of the Portfolio, with focus on the goals and objectives of the Client, and the mission of Kidder Mathews Asset Services Division. In addition, the Operations Manager will provide the leadership necessary to meet all Portfolio maintenance, capital improvement projects and “Show Ready” requirements, including timely response to and resolution of any tenant or owner requests or concerns.
Essential Functions
Property Operations:
Perform or direct to be performed, monthly physical property inspections, scheduled preventive maintenance work, reactive repairs, and special projects as directed and approved by the client
Create the project scope and ensure follow through on any needed repairs or maintenance, whether performed by vendors, contractors or KM staff
Interface with tenants, property vendors, and contractors to ensure prompt response to maintenance issues
Ensure on-going contracted vendor services are performed on schedule, that services meet contract specifications and are performed in accordance with an approved operating budget
Partner with vendors to increase value and implement long term cost savings
Review specifications and makes recommendations to Senior Property Manager, as appropriate, for necessary changes or updates.
Prepare specifications, requests/reviews/compares and recommends bids for contracted services
Partner with Kidder Mathews staff and contracted maintenance personnel to schedule repairs and create work orders
Interface with client on property operational issues
Proactively identify opportunities to enhance the value of the asset and to implement long term cost savings
In partnership with the Engineering Team, develop and implement preventive maintenance program for the Portfolio: review preventive maintenance reports and schedule needed repairs
Note items on inspection checklist which require additional follow up and follow up in a timely manner
Participate in regular KM staff meetings
Participate in regular safety trainings
Create work schedule for other Engineering Team members
Participate in periodic property tours or meetings with client
Ensure and maintain quality appearance of property meeting both client and KM standards
Process & reconcile workorders
Financial and Reporting:
Participate in annual budgeting process including re-bid of service contracts and bids for planned capital expenditures
Draft operations narrative for monthly owner operating report
Code invoices/payables in a timely manner each week
Assist PM in preparation of monthly Owner statements - assembles, copies, and distributes financial reports.
Maintains and facilitates the parking transit revenue spreadsheet.
Tenant and Owner Relations:
Maintain courteous, service-oriented rapport with Tenants
Manage communication flow with tenants impacted by construction or scheduled repair work
Promote and foster confident, comfortable relationships with Tenants and Clients
Supervise all “Adds/Moves/Changes of work” areas in the building
Partner with Client Safety committee to create employee emergency procedures manual for new assignments
Tenant Move In/Out and Construction:
Conduct (with tenant) tenant move-in inspections; complete move-in inspection report
Conduct pre-move out inspections with tenants a minimum of 30 days prior to termination of lease
Conduct (with tenant) tenant move out inspections
Collect all preventative maintenance reports to ensure that all tenant-maintained equipment has been appropriately maintained and is being surrendered in good working condition
Create “show ready” scope in accordance with the client’s specifications to get vacant space into “show ready” condition
Schedule and manage…