Director of Operations
Beverly Hills, CA 90210 US
Job Title: Director of Operations
Department: Operations and Asset Management
Reports To: CEO
FLSA Status: Exempt
Prepared Date: 03-20-19
Summary Manages company' s multifamily and commercial real estate portfolio of approximately 800 apartment units (9 properties) and 1.2 million square feet of Commercial/Retail space (11 properties). As a member of the company’ s Senior Management Team, participates in setting short term and long-term goals and contributes and influences the company’ s strategic direction.
Responsibilities – Commercial and Multi-family
Primary responsibility is to ensure the efficient management of the company’ s assets by: Overseeing the Management and Leasing of commercial and multi-family assets, directing department activities including overseeing the work of Regional Property Manager(s), Portfolio Managers and a Senior Facilities Manager; defining and monitoring key performance metrics; and liaising with and managing any 3rd party property management companies and/or leasing teams for out of state properties.
Achieve financial performance goals by reviewing properties’ financial performance; giving appropriate direction to Regional Property Managers; ensuring charges and expenses are recorded properly; supervising the annual budgeting process and the annual CAM Reconciliation process and evaluating and setting policies and procedures related to operating the portfolio.
Ensures physical assets are maintained by overseeing capital planning and capital improvement projects; and ensuring appropriate preventive maintenance activities and required repairs are completed.
Ensures all property-related marketing and advertising campaigns are aligned with property objectives.
Direct responsibility for Operations Department project list and timely execution of department’ s projects.
Conducts regular visits to properties within portfolio to assess growth and areas of development.
Ensures efficient operations within the department and with other departments by: evaluating workflows and procedures; evaluating and integrating new systems and technologies; utilizing input from staff and other departments in planning and executing improvements; maintaining and creating department templates and “ Standard Operating Procedures” and using best practices to improve efficiency of the department and portfolio, including leasing office operations.
Works with Human Resources Department on staffing needs and employee relations. Develops and maintains required training programs for Operations Department and related staff. Insures training is modified and updated as needed.
Assist with investor relation including preparation and review of quarterly financial statements and responding to investor requests for information.
Achieves a smooth transition during the acquisition and disposition of properties by overseeing the completion of Operations-related activities
Develop and implement asset business plans by conducting market evaluations and setting and achieving occupancy goals.
Sits on the Senior Management team and acquisition committee.
Eligible for partnership track
Other duties as assigned.
Ensures staff meets high performance standards by: directly and indirectly supervising staff’ s work; appraising performance; supporting staff’ s skill development; rewarding and disciplining staff; and interviewing and training new staff.
Ensures own actions and department operations comply with company policies and procedures and applicable employment laws and regulations.
Staff Management- Works with internal and external staff effectively to achieve desired goals. Develops clear reporting lines and defines expectations for his/her team on the defined daily/weekly/monthly/annual goals to assure the team’ s execution.
Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Oral and Written Communication - Speaks and writes clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
Minimum of ten years of executive experience in multifamily and/or commercial property management, overseeing property operations, lease negotiations, financial management and reporting.
Within the past five years has had hands-on experience in property management of a portfolio of at least eight multi-family and/or office/retail properties.
Bachelor' s degree required. Masters degree preferred.
Experience authoring policy and procedure documents and implementing new procedures and technologies.
Expert knowledge and skills in MSExcel and Yardi, or other property management accounting application.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Authored policy and procedure documents and implemented new procedures and technologies.