Operations Manager - Office Properties

Position Summary:

Manages the property and provides leadership and team development.  Manages third-party service providers (e.g., janitorial, parking, security, engineering) to ensure alignment with company expectations of service standards.  Oversees areas including the strategic, financial, and operational management of the properties.  Manages in accordance with the company’s core beliefs and brand culture.

Job Duties:

PROPERTY & CUSTOMER

• Deliver an unparalleled customer experience, distinguishing Irvine Company projects from the competition.  Understand and promote other IC Division’s offerings to customers.
• Maintain vacant space in projects to ensure they are in top condition for viewing by potential customers; collaborate with leasing to showcase the property and ensure a positive customer impression.
• Manage tenant improvement and alterations process.
• Manage service providers to ensure top quality work is performed in compliance of the contract and in a timely manner.
• Create a sense of workplace community through coordination of customer engagement activities (e.g. B2B networking, educational workshops, customer appreciation events). 
• Interface with other internal IC departments to ensure proper maintenance of buildings and customer satisfaction.
• Review and approve deal sheets and lease abstracts.
• Coordinate customer move-ins and move-outs.
• Enforce the terms and conditions of the lease, including court appearances/testimony as needed
• Proactively resolve customer requests and issues. 
• Negotiate and facilitate contracts as required.
• Review and process requests for sublease, assignments, storage space leases, and entry permits.
• Incident report completion and filing, as necessary.
• Review and approve recurring reports.
• Oversees team in working with parking service provider and 3rd Party Lease Abstracter  to ensure new leases are abstracted properly and rent, CAM and parking charges are collected in accordance with the lease.

FINANCIAL

• Develop and maintain detailed property budgets and forecasts on property expenses and capital expenditures.
• Prepare customer CAM estimates and reconciliations.
• Manage the year-end accounting process.
• Manage all financials and revenue goals, including budget, in accordance with financial key metrics.  Provide monthly analysis and explanation of variances.  
• Manage accounts receivable to ensure timely collection of rent by following company policy for non-payment, and provide monthly accounts receivable comments. 
• Ensure all legal paperwork and actions are in process; works independently or with legal or accounting departments.
• Review and provide approval for invoices; ensures all team approvals have been managed within their own established thresholds.
• Prepare and manage necessary paperwork for approvals.
• Prepare various monthly status reports.
• Prepare and present business plan results to senior leadership.
• Review and manage Letters of Credit on file.

MANAGEMENT/LEADERSHIP

• Direct responsibility for assigned team – responsibilities include training, coaching, recognition, performance management and career development; including annual appraisals and development plans.
• Manage third-party service providers and engineering teams relating to customer satisfaction and operation of building.  Ensures services and behavior comply with company standards.
• Implement and manage portfolio wide special initiatives and projects.  May include committee initiatives or contract management.
• Understand respective market area, which includes having knowledge of competitive properties, local business conditions, and any other conditions that have an impact on the operation of the properties.
• Lead by example – create a positive environment while embracing the company’s brand pillars and related initiatives. 

Minimum Qualifications / Other Expectations:

• Bachelor’s degree or 5-7 years of directly related experience
• 5+ years of experience in property/facilities management or 5+ years in related business management.  Prior supervisory responsibilities required.
• Excellent computer, communication, organizational and customer service skills
• Knowledge of property management and terminology
• Management experience in a professional office setting, preferably in real estate or property management
• Inspection/verification of work (e.g., by vendors), go to site for after-hours emergencies when necessary
• Real Estate license