Manager, Operations - Office

Jobs2Web; Santa Clara (CA); On-site; USD 90,000 - 150,000; Full time

Job summary

Irvine Company Office Properties seeks an experienced Property Manager to lead operations for assigned office projects. You will oversee third-party providers, manage budgets, and ensure service standards align with the company’s brand and tenant expectations.

Responsibilities include coordinating tenant improvements, overseeing financials, preparing reports for senior leadership, and building a high-performing team to deliver exceptional tenant experiences while maintaining compliance and

Qualifications

• Bachelor’s degree or 5–7 years of directly related experience.
• 5+ years of property/facilities management experience with supervisory responsibilities.
• Excellent computer, communication, organizational and customer service skills.
• Knowledge of property management terminology and office setting management.

Responsibilities

• Lead operations for assigned office projects and oversee third-party providers to ensure service standards.
• Develop and manage detailed property budgets and forecasts; prepare monthly status reports.
• Coordinate tenant improvements, move-ins/outs, and lease administration tasks.

Skills

Communication skills

Customer service

Organizational skills

Supervisory experience

Education

Bachelor’s degree

Job description

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Division: Office Leasing (Office Leasing)

Position Summary:

Manages the property and provides leadership and team development. Manages third-party service providers (e.g., janitorial, parking, security, engineering) to ensure alignment with company expectations of service standards. Oversees areas including the strategic, financial, and operational management of the properties. Manages in accordance with the company’s core beliefs and brand culture.

PROPERTY & CUSTOMER

• Deliver an unparalleled customer experience, distinguishing Irvine Company projects from the competition. Understand and promote other IC Division’s offerings to customers.
• Maintain vacant space in projects to ensure they are in top condition for viewing by potential customers; collaborate with leasing to showcase the property and ensure a positive customer impression.
• Manage tenant improvement and alterations process.
• Manage service providers to ensure top quality work is performed in compliance of the contract and in a timely manner.
• Create a sense of workplace community through coordination of customer engagement activities (e.g. B2B networking, educational workshops, customer appreciation events).
• Interface with other internal IC departments to ensure proper maintenance of buildings and customer satisfaction.
• Review and approve deal sheets and lease abstracts.
• Coordinate customer move-ins and move-outs.
• Enforce the terms and conditions of the lease, including court appearances/testimony as needed
• Proactively resolve customer requests and issues.
• Negotiate and facilitate contracts as required.
• Review and process requests for sublease, assignments, storage space leases, and entry permits.
• Incident report completion and filing, as necessary.
• Review and approve recurring reports.
• Oversees team in working with parking service provider and 3rd Party Lease Abstracter to ensure new leases are abstracted properly and rent, CAM and parking charges are collected in accordance with the lease.

FINANCIAL

• Develop and maintain detailed property budgets and forecasts on property expenses and capital expenditures.
• Prepare customer CAM estimates and reconciliations.
• Manage the year-end accounting process.
• Manage all financials and revenue goals, including budget, in accordance with financial key metrics. Provide monthly analysis and explanation of variances.
• Manage accounts receivable to ensure timely collection of rent by following company policy for non-payment, and provide monthly accounts receivable comments.
• Ensure all legal paperwork and actions are in process; works independently or with legal or accounting departments.
• Review and provide approval for invoices; ensures all team approvals have been managed within their own established thresholds.
• Prepare and manage necessary paperwork for approvals.
• Prepare various monthly status reports.
• Prepare and present business plan results to senior leadership.
• Review and manage Letters of Credit on file.

MANAGEMENT/LEADERSHIP

• Direct responsibility for assigned team – responsibilities include training, coaching, recognition, performance management and career development; including annual appraisals and development plans.
• Manage third-party service providers and engineering teams relating to customer satisfaction and operation of building. Ensures services and behavior comply with company standards.
• Implement and manage portfolio wide special initiatives and projects. May include committee initiatives or contract management.
• Understand respective market area, which includes having knowledge of competitive properties, local business conditions, and any other conditions that have an impact on the operation of the properties.
• Lead by example – create a positive environment while embracing the company’s brand pillars and related initiatives.

Minimum Qualifications / Other Expectations:

• Bachelor’s degree or 5-7 years of directly related experience
• 5+ years of experience in property/facilities management or 5+ years in related business management. Prior supervisory responsibilities required.
• Excellent computer, communication, organizational and customer service skills
• Knowledge of property management and terminology
• Management experience in a professional office setting, preferably in real estate or property management
• Inspection/verification of work (e.g., by vendors), go to site for after-hours emergencies when necessary

About Us:

Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.