Property Supervisor/Paralegal Activities

Overview:

Responsible for the coordination of assigned industrial and commercial properties to satisfy the requirements of ownership and tenants, to preserve and increase the value and integrity of the properties and to meet the financial objectives of ownership and management.

Coordination of properties, maintain, negotiate and enforce property rental leases and maintenance/taxes, maintain and secure premises. Maintain full occupancy of properties and improve business performance goals.

Assist In-house General Counsel and VP Administration by providing clerical support services including document preparation and review; research, and fact checking.

Job Duties:

Marketing

• Maintain tenant occupancy through advertising vacancies; obtaining referrals from current tenants; explaining advantages of location; showing units; screening tenants through established application/screening/interview processes.

• Assist in acquisition and sales efforts of properties.
• Update job/area knowledge by participating in education opportunities; reading professional publications relative to landlord/tenant laws and issues; maintain membership in local property organizations, as determined necessary, for trends and updates on area regulations and building/construction.
• Assist in the management and control of advertising budgets.
• Ensure properties are properly prepared for new occupants including build outs and any necessary repairs and maintenance are completed.

Administrative

• Coordinate tenant leases; negotiating reservations; collecting security deposits/payments and required paperwork; invoicing for utilities, as necessary; enforcing terms of rental agreements.

• Maintain building systems by coordinating maintenance services and supervised repairs, and maintaining related reports and records; Assist in negotiating and manage contracts with outside vendors.
• Constant vendor/contractor communications concerning work scheduling, billings, vendor relations and certificates of insurance; W9's; Contractor Safety Contracts; responsible for coordinating all invoices to corporate office for payment.
• Creation and distribution of all capital expenditure project packages for approvals; coordination of Capital Expenditure Approval meetings, as necessary.
• Maintain property availability and index records of related property information.
• Coordinate or manage bi-yearly infrastructure reports on all properties.
• On a yearly basis, review the lease language with available General Counsel for any changes in regulated language or to address any outstanding issues.
• Coordinate assigned documentation projects with internal personnel and In-house General Counsel for research and modification / update.
• Maintain and distribute quarterly intellectual property summaries for proactive, efficient renewal filings of trademarks, patents and copyrights.
• Conduct monthly trademark searches to confirm there haven't been any infringing application filings in the last 30 days.
• Prepares, organizes, stores, and retrieves agreement documentation files which may include evidence, exhibits, pleadings and other items.
• Proficient with Microsoft Office Suite or related software.

Financial

• Assist in establishing and adjusting lease rates by surveying local lease rates; assist in calculating overhead/maintenance costs, depreciation, taxes and preset profit goals.
• Ensure timely payments and collections; minimize rental arrears.
• Achieve business goals through budgeting for anticipated projects; assistance in preparing annual budget; scheduling expenditures; analyzing and reporting any variances; initiating corrective action; monitoring related taxes, appraisals and all property value related matters, coordinating local personnel for any investigation or challenge, as needed.; managing records relative to all properties and work conducted on them.
• Coordinate default proceedings, as necessary.

Tenant/Resident Relations

• Enforce occupancy policies and procedures. Includes orienting new tenants to the property, coordinating and oversight of all tenant move out and eviction activity, and confronting violators as needed.
• Investigate and resolve tenant complaints in a timely and efficient manner; enforce rules of occupancy/lease; inspect vacant units and completing repairs; plan renovations; contract with landscaping and snow removal services.
• Maintain timely, professional communications with residents and tenants.

Maintenance

• Secure property by contracting with security measures, as necessary; installing and maintaining security devices, as necessary; establishing and enforcing precautionary policies and procedures; responding to emergencies, as needed.
• Monitor and complete maintenance and repairs timely and cost-effectively.

• Ensure all necessary permits are obtained for any necessary work, maintain all statutory required records including (not all encompassing) sprinkler systems, fire extinguishers and exit signs, and ensure compliance with relevant laws and regulations; Organize inspections and prepare inspection reports, as necessary.
• Coordinate with General Contractor preventive maintenance programs for all properties.
• Meet with facility managers or their designees on a monthly basis to make sure properties are well maintained and needed work is being completed timely.

Personnel Management

• Coordinate Nordic Equity personnel and resources in conjunction with Supervisor to ensure properties are properly maintained and company objectives met, as necessary.
• Assist General Contractor with communications and records.

All other work and duties as assigned

Qualifications

• Self-motivated individual good with good computer skills, not requiring much oversight, some negotiation skills, some building construction knowledge, professionalism, communication skills with customer service orientation, listening skills, organized in planning, detail and resource management, excellent time management skills, strong problem solving skills, and organizing skills. Supervisory skills a plus, not required.
• A degree in related field, and/or equivalent experience is a plus, not required.
• Willing attitude completing projects is necessary.
• Ability to function well in a quick-paced and, at times, stressful environment.
• Ability to maintain confidentiality, and to exercise discretion and good judgement.
• Working knowledge financial/accounting principles, budgets and financial statements; working knowledge of marketing, sales and customer service activities; understanding of contracts and agreements; working knowledge of building and grounds maintenance, and related regulations are considered; Computer proficiency including MS Office. SAGE software knowledge is a plus, but not required.

Work Hours

• Full time hours. Must be available on nights and weekends, as needed.

Physical Requirements

• Ability to lift up to 40 lbs., as needed.
• Frequent need to travel for oversight/checking/showing of projects and properties. Travel reimbursement provided. Must have a valid driver's license.
• Ability to sit at a desk for prolonged periods working on a computer.