OverviewFederal Realty Investment Trust is currently seeking a Senior Assistant Property Manager. This person will work closely alongside the Regional Property Manager, completing the administrative tasks required to run the property and serving, together with the Regional Property Manager, as a point of contact for tenants and vendors. This person has a passion for world class customer service and thrives in a fast-paced dynamic environment. For the right candidate who demonstrates exceptional operational leadership, sound financial judgment, and the ability to build strong tenant and vendor relationships, this role may create opportunities to take on greater property management responsibility for Federal's Central Virginia Portfolio over time, based on business need and demonstrated performance in the role. The candidate must be detail oriented, highly organized, and enjoy working in a team environment while performing administrative and project-oriented tasks that ensure the smooth operation of the property. The position is based in Charlottesville, Virginia but will include travel to other properties in the portfolio.
Responsibilities
- Work closely with and provide direct administrative support to the Regional Property Manager across day-to-day property operations
- Serve, alongside the Regional Property Manager, as a point of contact for merchants' daily operating needs, including general maintenance, tenant utilities, trash, and parking management, ensuring timely, high-quality resolution and escalating complex issues appropriately
- Work with the Regional Property Manager to coordinate and evaluate third-party vendors providing security, landscaping, and other services, including reviewing scopes of work and service quality
- Assist with each property's financial operations, assisting the Regional Property Manager on the preparation of annual operating budgets, monitoring purchases and expenses for cost effectiveness and budget compliance, preparing monthly variance and quarterly forecast reports, and reviewing monthly financials, accounts receivable reports, and sales reports prior to distribution
- Assist with the preparation of job specifications, competitive bid collection, and vendor selection recommendations for maintenance projects and service agreements
- Complete the property's administrative functions, including written correspondence, calendars, meeting logistics, uniform and signage ordering, and the collection and tracking of Certificates of Insurance for tenants and vendors
- Maintain and continuously improve property operations files, systems, and supplies
- Complete the invoice and accounts payable process, including preparation of vendor maintenance forms for new AP Workflow set-ups, coding and researching invoices, and troubleshooting discrepancies
- Prepare and review expense reports and process check requests as needed
- Maintain and update tenant contact lists for regular and after-hours communication
- Maintain the tenant-required maintenance tracking spreadsheet (HVAC, pest control, plumbing, etc.) and follow up on outstanding items
- Prepare and distribute opening, closing, and landlord possession date communications
- Maintain spreadsheets tracking lease-required contracts and drive correspondence needed to achieve tenant compliance
- Distribute the monthly night inspection report and complete follow-up correspondence
- Assist with tracking key lease language, including sales breakpoints, café seating, and other special provisions, flagging items that require ongoing monitoring or action
- Conduct property inspections alongside the Regional Property Manager and independently as needed
- Partner with the Regional Property Manager to respond to emergency situations, exercising sound judgment when the Regional Property Manager is unavailable
- As readiness is demonstrated, take on progressively greater responsibility for property management functions where business needs allow; including vendor negotiations, capital project oversight, and direct tenant relationship management and in close partnership with the Regional Property Manager
- Complete other projects and duties as assigned
Qualifications
- 4+ years' experience as an Assistant Property Manager, Operations Coordinator, or in a similarly senior administrative/operations role
- Prior experience in retail property management strongly preferred
- Bachelor's degree or equivalent combination of education and relevant experience
- Demonstrated leadership potential and genuine interest in advancing into property management, even without prior direct-report experience.
- Demonstrated ability to manage competing priorities and lead multiple projects to completion with minimal oversight
- High level of proficiency in Microsoft Office programs including Outlook, Word, Excel (including formulas and budget modeling), and Access
- Strong financial acumen, including experience supporting budget preparation and variance analysis
- Excellent verbal and written communication skills, including the ability to communicate effectively with tenants, vendors, and senior stakeholders
- Exceptional attention to detail and accuracy
- Proven ability to work independently and exercise sound, autonomous judgment
- Strong customer service orientation, with the ability to calmly and diplomatically resolve disputes or complaints
- Flexible and adaptable, able to move quickly between projects in a fast-paced environment
- Ability to perform essential on-site property inspections, including walking or standing for extended periods, with reasonable accommodations as needed
- Ability to work occasional evenings or weekends as needed to respond to property emergencies, tenant events, or after-hours vendor coordination
- Ability to travel overnight at least once per quarter during the first year for training purposes
Salary Range: The typical pay range is $80,000-$95,000 a year plus bonus. Salary is determined by job-related skills, experience, and relevant education, training, and/or certifications.
