Facilities Manager

HPI Real Estate • Full-time • Austin, TX, US • 5m ago

Who We Are:

We are a full-service commercial real estate firm serving Austin, San Antonio, Dallas, and Houston with 30 years of experience developing, managing, and investing in commercial real estate. This 360-degree perspective gives us the expertise to maximize investment value while navigating through any real estate challenge. Backed by the best staff in the industry, our mission is to build trusting relationships with our clients through proven results, professional integrity, and exceptional service.

Purpose / Summary of Position:

HPI is seeking a Facilities Manager in Austin TX .The Facilities Manager is an essential role at HPI and will report to the General Manager for this account. This role will require autonomy, quick decision making and some administrative responsibilities.

Priority functions / Responsibilities:

Tenant Communication

o Receives and acts on all complaints and service requests from tenants in assigned buildings by documenting work order in property management work order system and notifying and involving manager as appropriate to ensure customer service.

o Prepares tenant move-in/move-out notices.

o Communicates various correspondence to tenants and vendors as needed.

o Works with Building Technicians and completes inspections of properties.

o Meets with tenants.

o Prepare and send out A/R letters and delinquency letters.

o Ensure tenant insurance is always compliant with the lease and valid on file.

o Building operations and capital improvement.

o Initiates action to correct janitorial and maintenance deficiencies noted during these inspections.

o Enforces building operating regulations, including use of parking and other common areas.

o Manages a wide variety of special projects associated with renovation and remodeling of tenant spaces, particularly with respect to new tenant move-ins. Coordinates with tenants and supervises new contract work.

o May process daily time summary reports for building maintenance technicians by deadlines, assist maintenance and manager with prioritization of tasks.

Vendor Management

o Engages in day-to-day contact and management of vendors, including custodial, refuse collection, window washing, pavement sweeping, pest control, elevator maintenance, interior landscaping, grounds maintenance, building access control, and security.

o Reviews daily security reports and initiates follow-up actions as appropriate.

o Review all vendor invoices for accuracy and in compliance with the vendor contract and the client's accounting procedures.

o Prepare vendor invoices for approval by supervisor and issue to appropriate accounting department for processing. Ensure that this process takes place in an accurate and timely manner.

o Ensure new vendor forms and appropriate insurance on file for all vendors.

o Audit and approve vendor invoices for payment in accordance with the client's accounting procedures. Invoices should be coded accurately with minimal errors.

Rent Management & Financial Reporting Assistance

o Reviews monthly accounts receivable invoices for tenant support work; reviews monthly reports of overdue accounts and assists in collecting overdue payments from tenants.

o Assists in preparation of materials (bids, inspections, project work) and developing annual operating budgets for assigned buildings and functional areas; monitors financial expenditures to ensure compliance.

o When necessary, assist manager in preparing timely and accurate monthly variance reports as well as provide other financial reporting information as required by client. Reporting requirements should be completed in a timely manner (monthly, quarterly, etc.).

Knowledge, Skills, and Abilities:

1-3 years real estate or property management related experience strongly desired.
Minimum HS Diploma required, Some College/College Degree or comparable work experience preferred.
Ideal: Completed CPM/RPA courses.
Strong administrative, organization skills, and ability to prioritize work and attention to detail.
Professional and ability to keep information confidential.
Technical/Special Skills: Familiarity with computer software programs such as Microsoft Office products (Word, Excel, PowerPoint, Publisher), Angus Work Order System, Yardi accounting software, myCOI insurance compliance software; basic understanding of accounting; excellent communication skills.
Ability to physically oversee multiple properties by being on-site to inspect property, work closely with tenants and supervise contract work and vendors.

Why HPI Real Estate:

Our values of passion, teamwork, and a Texas-sized competitive spirit are what make our team the best in the industry. We take pride in our homegrown culture that encourages opportunities for professional and personal growth. If you share these values and are looking to work for the leading commercial real estate firm in Texas, you have come to the right place. We invest into our employees and offer exceptional benefits like:

Health, dental and vision insurance
401k with a safe harbor company match
PTO and paid company holidays
Paid life insurance
Maternal/Paternal leave

HPI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.