Operations Manager - Asset Services

Kidder Mathews; San Jose (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Kidder Mathews of California seeks an Operations Manager to oversee day-to-day maintenance for the Portfolio, ensuring show-ready conditions and high professionalism in client services. You will lead maintenance programs, coordinate vendors and KM staff, and ensure budgets and safety standards are met across all properties.

The role emphasizes collaboration with the Engineering Team, regular client interaction, and drive to enhance asset value through proactive projects and cost-saving measures.

Qualifications

• Bachelor’s Degree or equivalent education and experience.
• Real Estate License preferred.
• 3+ years Commercial Property Management or Facilities Management experience.
• Must have working vehicle, valid driver's license, and current auto insurance.
• Ability to travel locally.
• Bondable.

Responsibilities

• Perform monthly property inspections and preventive maintenance as directed.
• Coordinate with vendors, contractors, KM staff, and clients to schedule repairs.
• Manage tenant and owner communications and maintain professional relationships.
• Develop and implement preventive maintenance programs with Engineering Team.
• Create work schedules for Engineering Team and track energy benchmarking.
• Prepare bids and oversee capital expenditures and annual budgeting process.

Skills

Leadership

MS Excel

Contract management

Communication

Tenant relations

Problem solving

Education

Bachelor’s Degree or equivalent

Real Estate License preferred

Job description

Kidder Mathews of California has been a leader in the commercial real estate industry for over 10 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Kidder Mathews of California has over 350 professionals across 11 offices in California. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews of California one of the best places to work.

Job Summary

The Operations Manager is responsible for the day-to-day oversight and coordination of all aspects of on-going maintenance demands of the Portfolio. The Operations Manager will ensure that the Kidder Mathews Team reflects the highest level of professionalism in all aspects of the maintenance operations of the Portfolio, with focus on the goals and objectives of the Client, and the mission of Kidder Mathews Asset Services Division. In addition, the Operations Manager will provide the leadership necessary to meet all Portfolio maintenance, capital improvement projects and "Show Ready" requirements, including timely response to and resolution of any tenant or owner requests or concerns.

Essential Functions

Property Operations:

• Perform or direct to be performed, monthly physical property inspections, scheduled preventive maintenance work, reactive repairs, and special projects as directed and approved by the client
• Create the project scope and ensure follow through on any needed repairs or maintenance, whether performed by vendors, contractors or KM staff
• Interface with tenants, property vendors, and contractors to ensure prompt response to maintenance issues
• Ensure on-going contracted vendor services are performed on schedule, that services meet contract specifications and are performed in accordance with an approved operating budget
• Partner with vendors to increase value and implement long term cost savings
• Review specifications and makes recommendations to Senior Property Manager, as appropriate, for necessary changes or updates.
• Prepare specifications, requests/reviews/compares and recommends bids for contracted services
• Partner with Kidder Mathews staff and contracted maintenance personnel to schedule repairs and create work orders
• Interface with client on property operational issues
• Proactively identify opportunities to enhance the value of the asset and to implement long term cost savings
• In partnership with the Engineering Team, develop and implement preventive maintenance program for the Portfolio: review preventive maintenance reports and schedule needed repairs
• Note items on inspection checklist which require additional follow up and follow up in a timely manner
• Participate in regular KM staff meetings
• Participate in regular safety trainings
• Create work schedule for other Engineering Team members
• Participate in periodic property tours or meetings with client
• Ensure and maintain quality appearance of property meeting both client and KM standards
• Perform and track energy benchmarking on all buildings in portfolio

Financial And Reporting

• Participate in annual budgeting process including re-bid of service contracts and bids for planned capital expenditures
• Draft operations narrative for monthly owner operating report

Tenant And Owner Relations

• Maintain courteous, service-oriented rapport with Tenants
• Manage communication flow with tenants impacted by construction or scheduled repair work
• Promote and foster confident, comfortable relationships with Tenants and Clients
• Supervise all "Adds/Moves/Changes of work" areas in the building
• Partner with Client Safety committee to create employee emergency procedures manual for new assignments

Tenant Move In/Out And Construction

• Conduct (with tenant) tenant move-in inspections; complete move-in inspection report
• Conduct pre-move out inspections with tenants a minimum of 30 days prior to termination of lease
• Conduct (with tenant) tenant move out inspections
• Collect all preventative maintenance reports to ensure that all tenant-maintained equipment has been appropriately maintained and is being surrendered in good working condition
• Create "show ready" scope in accordance with the client’s specifications to get vacant space into "show ready" condition
• Schedule and manage vendor/contractor work on all vacant spaces
• Prepare specification and bid tenant improvement construction
• Review/recommend tenant improvement construction bids
• Attend construction meetings; provide input and/or feedback as needed
• Partner with construction contractor to ensure schedules are met and improvements are performed in accordance with client and new tenant requirements and building standards as well as ensuring that other tenants are not inconvenienced during any period of construction activity
• Conduct walk throughs, as needed, with contractor(s) during construction process
• Perform final punch list and ensure all punch list items are corrected
• Maintains construction file

Other Functions

• Perform other duties or projects as requested or required

Essential Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills and Ability

• Ability to work with minimal supervision and lead by example
• Strong computer skills (MS Excel, Word, PowerPoint, Outlook)
• Demonstrated ability to read and understand construction drawings and diagrams
• Demonstrated ability to draft quality, well organized letters, reports, and memos
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to build relationships with clients, vendors and internal partners
• Demonstrated ability to provide excellent customer service
• Demonstrated ability to speak, write, and understand English
• Demonstrated ability to read, understand and abstract leases and contracts
• Demonstrated ability to recognize high quality maintenance work
• Professional communication etiquette with good oral and written communication skills
• Accurate, attentive, detail oriented, with strong analytical skills
• Demonstrated ability to function in a team environment and proactively problem solve
• Ability to work outside of normal office hours to meet various deadlines and handle emergencies
• Demonstrated ability to prioritize and organize workload in order to meet daily, weekly and monthly deadlines
• Demonstrated ability to follow through and complete tasks on thoroughly and on time
• Willingness and demonstration of professional development and continual learning
• Professional demeanor and appearance
• Ability to travel locally
• Must be bondable
• Must have working vehicle, valid driver license and current auto insurance

Education/Education

• Bachelor’s Degree or a combination of education and experience
• Real Estate License preferred

Required Knowledge

• Strong knowledge of Commercial Property Management processes and procedures
• Basic understanding of budgeting

EXPERIENCe REQUIRED

• 3+ years Commercial Property Management or Facilities Management experience

Work Environment

• This is a standard office environment with standard office noise like talking, office equipment, etc. In addition, this position may visit tenant sites in various settings which can be industrial in nature with loud noises and mild fumes.

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk and hear. This position is rarely active but may require standing, walking, bending, kneeling, stooping and crouching. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must sometimes lift and/or move items up to 10 pounds. The employee must be able to drive for short to moderate distances and/or times. The employee must often walk through the outdoors and various terrain environments. The employee may be required to access building roof and mechanical areas.

Supervisory Responsibilities

• There are no supervisory responsibilities.