• Property Management Services Specialist

    Job ID
    2018-1312
    Job Locations
    US-CA-San Diego
    Department
    Property Management
  • Overview

    The Property Management Services Specialist ensures the accuracy and compliance of all Service Contracts/Service Orders, Construction Contracts, Certificates of Insurance as well as the Building Engines - CMMS (Work Order) System control for the Southwest Region which oversees approximately 6 million square foot portfolio of office and industrial property owned by SNH,SIR, ILPT, GOV which are publicly traded real estate investment trusts (REIT) as well as a privately held fund. The PM Services Specialist will report to the Regional Vice President and will support the Southwest Region including all Area and Satellite offices and must be able to work independently and across different teams. This person shall also work with the National Operations Manager as it relates to policies and procedures for contracts and insurance certificates as well as the person responsible nationally for the Building Engines CMMS system.

    Responsibilities

    • Maintain Certificates of Insurance file (including all current and future COI’s) for all tenants within the Region(s) in a consolidated data base. Approximately 200 current leases.
    • Audit Existing Tenant Certificates of Insurance against Lease Requirements to Ensure Compliance.
    • Maintain Certificates of Insurance for all vendors within the Region on SharePoint and or Building Engines.
    • Review all current and future Service Contracts and Service Orders for compliance with RMR Policies and Procedures including the necessary bidding and documentation guidelines.
    • Maintain and administer all contracts and corresponding bid package documentation within the appropriate SharePoint system folders.
    • In Instances of Non-Compliance, Revise and Request Compliant Documentation. Maintain records to show action taken to insure compliance (date and time of phone calls, e-mails, etc).
    • Provide Property Managers with 90, 60 and 30 Day Notifications of Expiring Service Contracts and Service Orders.
    • In conjunction with the Property Manager communicate with insurers regarding COI requirements to maintain compliance as required for leases and or contracts.
    • Proactively manage the process to obtain and maintain Certificates of Insurance and request current Certificates in advance of expiration.
    • Serve as Point Person during Internal Audit for COI’s and Contracts.
    • Maintain a document detailing all COI and contract issues/resolution to include dates, phone calls, etc.
    • Manage and maintain information required per company policy in the Building Engines CMMS system for the region.
    • Run Building Engines CMMS reports for regional management team and analyze data/trends.
    • Insure regional cooperation and full compliance with Building Engines CMMS system.
    • Administer special projects as directed by the RVP/AD.

    Qualifications

    • Bachelor’s degree - Minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.
    • Two to four years’ experience in the commercial Real Estate industry.
    • Experience with contract and insurance administration and management preferable.
    • Ability to work in a fast-paced, collaborative, and results driven environment.
    • Exceptional verbal, written and organizational skills.
    • Strong task follow-up skills necessary.
    • Excellent client service orientation.
    • Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants, vendors and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
    • Organizational/Multi-Task Skills – Able to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate.
    • Decision Making Skills – Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
    • Must have intermediate to advanced MS Word and Excel proficiencies.
    • An assessment will be administered for computer and communication skills.

    Company Overview

    The RMR Group Inc. (Nasdaq: RMR) is a holding company and substantially all of its business is conducted by its majority-owned subsidiary, The RMR Group LLC. The RMR Group LLC is an alternative asset management company that was founded in 1986 to invest in real estate and manage real estate related businesses. RMR's business primarily consists of providing management services to six publicly owned real estate investment trusts, or REITs, and three real estate related operating companies. As of September 30, 2018, The RMR Group LLC had approximately $30.1 billion of total assets under management, including more than 1,700 properties, and employed almost 600 real estate professionals in more than 35 offices throughout the United States; the companies managed by The RMR Group LLC collectively had over 52,000 employees. To learn more about The RMR Group, please visit www.rmrgroup.com.

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