Commercial Retail Manager

Overview

The Commercial Retail Manager at KETTLER is responsible for the professional oversight of all assigned retail properties, including tenant relations, facility upkeep, vendor coordination, and financial management/reporting. The key objective is to effectively manage operational and capital expenditures to enhance investment value. This role reports directly to the General Manager and Regional Property Manager. 

Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

A. Retail Operations & Vendor Management:• Conduct regular property inspections to ensure they meet KETTLER standards and address repair, maintenance, and capital needs promptly.• Direct employees or contractors in the maintenance and operation of assigned retail properties• Prepare bid proposals for external service contracts, award contracts with supervisor approval, and evaluate contractor performance.• Develop and maintain a preferred vendor list tailored to property and portfolio needs.• Oversee the bidding, negotiation, scoping, and supervision of vendor services and payments for maintenance projects.• Work with PM & engineering team on creating cohesion between the office & retail components of the property.• Ensure compliance with all relevant governmental codes, ordinances, and loan requirements.• Maintain updated property condition reports, for systems and property associate with the retail infrastructure.• Seek opportunities to lower operational and capital costs.• Resolve maintenance issues efficiently to minimize disruptions for tenants.• Execute on capital projects and other initiatives as identified.

B. Financial Management & Reporting:• Create annual operating budgets and management plans work with office or association managers to create cohesive and efficient budgets and plan.• Monitor budget performance and compare actuals to forecasts and underwritten financials.• Approve invoices weekly and ensure expenses are coded to the appropriate general ledger accounts.• Prepare financial reports and provide explanations for variances. Review monthly and year-to-date financials for properties and prepare explanations for variances Report to senior management on financial accounting monthly.• Review rent rolls and sales reports monthly, noting differences and communicating with tenants regarding compliance.• Calculate and track monthly sales, percentage rent, and breakpoint with analysis. Ensure timely collection of accounts receivable.• Process tenant utility billbacks accurately and on time.• Review and resolve discrepancies in prior year common area maintenance (CAM) reconciliations prepared by the Accounting Department, and work with the accounting department to post and collect on any credits or overages.

C. Tenant Relationship Management & Leasing:• Build and maintain positive relationships with tenants.• Respond promptly to tenant requests for repairs and maintenance and address other inquiries and complaints swiftly.• Monitor and enforce tenant lease compliance, including collecting certificates of insurance (COIs), tenant sales reports (if applicable), and financial reports.• Negotiate lease renewals and extensions with existing tenants and assist the Leasing Department with new leases.• Coordinate the move-in process for new tenants and conduct move-out inspections for departing tenants. To include tracking all utility (gas, electric, water) accounts, transfers between tenants & landlord as necessary.• Assist in preparing rent commencement letters, delivery notices, and other tenant communications.• Execute a Tenant Retention Program, recording all contacts and reporting on tenant relations.• Work with marketing to facilitate tenant initiatives and operational updates.• Help with the coordination and staffing of onsite events throughout the week and weekends.

D. Emergency Response & Security:• Be ready to handle building emergencies whenever they occur, maintaining cell phone accessibility.• Supervise security functions and conduct fire/life safety inspections according to Policies and Procedures.• Maintain valid Certificates of Insurance for vendors and tenants. 

E. Lease Administration• Provide lease administration, including reviewing lease abstracts, ensuring they are up to date and include any renewals or amendments, and monitoring rent billing.• Coordinate with leasing representatives and construction managers on tenant introductions and improvements.• Handle evictions and work with the Collections and Legal Departments on tenant issues.• Encourage a positive customer service attitude among all staff members to ensure tenant satisfaction and retention.

F. Process Improvement:• Identify and recommend process improvements, including technology applications for property operations.

Qualifications

Minimum of 5 years of recent experience managing retail prope