General Manager

Millennia Commercial Group is looking for a General Manager (GM) for our location at Key Tower in Downtown Cleveland.

The GM position supports and assists in the management of commercial real estate in accordance with the Management Agreements. The GM is involved in all aspects of day-to-day operations of the property, including accounting, tenant relations, maintenance and repair, security, janitorial services, landscaping, broker oversite, prospect tours and negotiation, etc. The GM handles tenant complaints and service requests and must be familiar with the terms of tenant leases. The GM assists in the preparation of the annual budget, reporting and financial performance of the property.

Skills, Knowledge, and Personal Characteristics

The following attributes are desirable for job success: exceptional communication and organizational skills; ability to lead and motivate the property management team; detail oriented and accurate especially with fiscal responsibility; customer service experience; ability to work under pressure; self-motivated and self-directed; exemplary time management skills; ability to work with staff in solving problems and ability to take direction and function as part of a team.

Specific Duties

· Responsible for the following departments and direct reporting:

• Building Engineering – Chief Engineer
• Security – Security Director
• Accounting – Controller
• Garage Operations – Garage General Manager
• Cleaning Contractor – On site contractor management

· Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue. Ensure that there is always 24-hour emergency coverage for the property.

· Supervise the preparation and presentation of the annual budget to Owners.

· Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.

· Ensure that property and lease files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence, and file notes.

· Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.

· Become proficient with the Angus property management software. Coordinate entry of all property information into the software program and establish reporting protocols for maintenance requests, preventative maintenance, vendor and tenant Certificates of Insurance and key lease date tracking. Monitor all key dates and reporting within the Building Engines system.

· Preparation of the Property Management Plan; Updating of the Preventative Maintenance Policies and Procedures and Property Operations Manual.

General Duties

· Prepare, memos, email, maintain files, expense reports and other administrative forms.

· Provide guidance on maintenance of office clerical, filing and record keeping systems.

· Oversee and assist in the production of monthly and annual reports, coordinating with the Controller.

· Assist the legal team in preparation of transaction related documents, lease negotiation and related legal documents.

· Aid in the production of departmental reports (e.g., business plans, financial statements, RFPs).

· Coordinate regular inventories of all business property.

· Contractor coordination.

· Coordinate tenant move-ins, and move-outs.

· Oversee Engineering in estimates/bids for repairs at the property. Generate and track Service Orders, approvals, and distribution.

· Sort, code and ensure accuracy and compliance with contracts of all property related invoices.

· Coordinate and schedule appointments, on-site & off-site meetings, and conference calls.

· Collect and organize all property information in a format for quick reference.

· Provide direction and oversite, along with the Asset Manager, to the broker/s for all commercial sites.

· Provide direction along with the Asset Manager on marketing efforts for all commercial sites.

Financial

· Detailed verification of all invoice amounts and information with approved Service Orders or Contracts.

· Ensure proper property coding on invoices.

· Investigate cost reduction opportunities.

· Coordinate with the third party that read meters and calculate utility bill-backs to tenants.

· Oversee and assist the Controller with questions related to the property and resolution of vendor issues.

Scope of Responsibility and Authority

The VGM is charged with supporting management’s efforts in the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well-maintained building, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the Owner’s goals and objectives. In absence of Executive staff, the GM must provide “in charge” responsibilities for the property. These responsibilities include being on-call 24 hours, managing and delegating maintenance staff and contractors.

Other Requirements

· Full-time salary/exempt position.

· Bachelor’s Degree from four-year College or University.

· Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.

· 15+ years of directly relevant Commercial Real Estate Property Management experience.

· Familiarity with maintenance accounting software (i.e., Angus, etc.) a plus.

· Effectively prioritize and multi-task.

· Excellent people skills.

· Strong working knowledge of accounting procedures, financial reporting and budgeting for large scale commercial real estate projects/mix use project.

· Ability to effectively communicate both orally and in writing with peers, managers, and clients.

· Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.

· Proactive, initiate follow-through.

About The Millennia Companies

Founder and Chief Executive Officer Frank T. Sinito entered the real estate business in 1985 with the purchase of a 14-unit multifamily development in Northeast Ohio, handling all aspects of property management and developing a passion for providing exemplary and caring service to residents. From this start, Sinito went on to acquire additional apartment developments, and, in 1995, he founded The Millennia Companies® (Millennia), a high-performance business enterprise that has grown to operate in a diverse set of sectors; opportunities exist in multifamily real estate development, property management, commercial real estate, hospitality and more. We invite you to thrive in your career here as we serve thousands of residents, clients, and customers throughout our dynamic group of companies.

You can make a difference at Millennia. Do you value respect, service, performance and collaboration? These values drive our culture and success, and we recruit employees who embody them. When you join our team, you will be part of an environment that fosters growth and enables excellence. You will also meet passionate employees who work together to advance our mission and create a culture of excellence recognized by industry associations. In 2020, Millennia ranked #1 on the Affordable Housing Finance (AHF) list of Top 10 Companies Completing Substantial Rehabilitation, #4 on the AHF list of Top 50 Affordable Housing Owners, and #18 on the Multi-Housing News list of Top Developers.