Senior Portfolio Property Manager

FAC MGT SPEC 4 (005196)

UCPath Position ID: 41038899

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115189

Approved Date:

2/21/2025 5:47:00 PM

Date Last Edited:

2/21/2025 5:46:57 PM

Last Action Effective Date:

8/1/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6455D

Division:

REAL ESTATE SERVICES

Department:

318900 - UCLA ASSET MANAGEMENT

Position Details

UCPath Position Number:

41038899

Position Description ID

166109

UC Payroll Title:

FAC MGT SPEC 4 (005196)

Business Title:

Senior Portfolio Property Manager

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41067068

Reports to Payroll Title:

REAL ESTATE MGR 1

UCPath Department Head Position Number:

40194410

Department Head Payroll Title:

REAL ESTATE MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

4481

Fac Mgt Spec 1

2

5333

Parking Rep, Sr.

2

5116

Janitorial, Sr.

2

POSITION SUMMARY

The Senior Portfolio Property Manager is responsible for overseeing a team that manage the real estate portfolio (assets). This person will supervise day-to-day property operations, maintenance, security, leasing, capital projects and delivery of customer service. They will prepare asset and portfolio financial analyses, market research and will develop and implement a range of plans, including the Strategic Plan, building Business Plans, Capital Expenditure Plans, Budgets, Fire/Life/Safety Plans, and Injury and Illness Prevention Plans. The Senior Portfolio Property Manager may also be asked to support other University Departments in due diligence leading to decisions on acquisitions and dispositions.

The UCLA Asset Management Department provides full-service property management for University-owned high-rise office buildings in Westwood (currently seven buildings containing over 2,000,000 SF, occupied by 150 primarily University tenants and generating $27M of rental income), and limited-service property management to 90 other University owned properties. Departmental services managed by UCLA employees include: management of day-to-day activities (building operations, repairs and maintenance, janitorial, security, safety, parking operations, and tenant relations); financial management (rent collection, accounting, budgeting, property tax administration, real estate valuations); leasing and lease administration; construction management (tenant improvements, major maintenance and capital improvements); and contracts management (construction contracts and professional services agreements).

Management and Planning

A1. Management and Planning: Direct the review, design, development, refinement, and implementation and execution of Strategic Plans, Operating and Maintenance Budgets, building Business Plans, short-term and Long-term Capital Expenditure Plans, Injury and Illness Prevention Plans, Fire and Life Safety Plans, and Tenant and Employee Satisfaction Surveys. Conduct periodic building inspections to evaluate condition, maintenance quality and needs, tenant issues, tenant relations and capital plans. (E)  A2. Staffing and Staff Development: Organize the Property Management and Asset group to efficiently execute all activities. Recruit skilled professionals to implement the Department's short- and long-range goals. Provide insightful supervision that motivates individual and team performance and further develops needed competencies. Prepare and conduct staff performance reviews in compliance with University Policies and in ways that retain staff. Ensure that staff compensation is maintained at competitive levels. Approve subordinate's recommendations for selection, promotion, advancement, corrective action and termination of staff and contracted services personnel. Design and implement staff development programs to build the required Department competencies, opportunities for advancement, maintain morale, and retain staff. (E)

35%

Property Operations

B1. Lease Negotiation: Using established University leasing parameters, negotiate new and renewal leases for UC and non-UC tenants as needed with Asset Manager. Perform economic analysis of potential lease transactions to verify consistency with budget. Coordinate legal issues with UCLA internal counsel as needed. Review and approve tenant leases for Director's approval. Ensure that data for executed leases is accurately entered into Yardi (property management software). (E)  B2. Lease Administration: Oversee administration of all lease agreements in coordination with Asset Manager and coordinate with Managers all required actions. Document all approved tenant requests for space alterations, sub-leasing, lease modification, waivers, etc. Ensure that lease compliance is monitored and in accordance with UCLA Policy and Procedures. (E)  B3. Customer Service / Communication: Establish and maintain effective, professional and cooperative working relationships with University officials, Asset Management staff, other UCLA Campus Services Enterprises leaders, building staff, construction project managers, tenants, vendors and a diverse public. Communicate customer needs and teach customer service best practices to staff. Periodically measure Department's customer service performance, then design and implement programs to train staff as needed. (E)  B4. Troubleshooting: Oversee, manage and resolve building issues related to tenants, third-parties, government regulation, landlord actions, common areas or tenant spaces, etc. (E)   B5. Maintenance Plan: With Managers, initiate, contract and administer necessary services to maintain and enhance property value, operating efficiency and physical appearance of each property. Document Maintenance Plan in building's annual Business Plan. (E)  B6. Major Building Service Contracts (requiring competitive bidding through UCLA Purchasing, including engineering, security, parking, janitorial, elevators, etc.): Understand existing contracts, manage timely contract renewals and scope changes, review and approve subordinate's reconciliation of vendor's monthly invoices and reports. (E)  B7. General Building Service Contracts (interior and exterior landscaping, window and sidewalk washing, pest control, etc.): Negotiate best value contracts for recurring services for portfolio and approve subordinate's reconciliation of vendor's monthly invoices and reports. (E)  B8. Emergency Response: Use experience and judgment to respond to emergencies and coordinate the responses of building staff (security, engineering, janitorial, parking, and property management) in accordance with Department and University Policies. Measure staff performance in emergency response, then design and implement programs to train staff as needed. (E)  B9. Tenant Safety (Fire/Life Safety Procedures and Standards): Ensure that fire drills, floor warden training and building safety seminars are conducted in accordance with State Laws, University Policies and the Injury and Illness Prevention Plan (IIPP). (E)  B10. Permits / Inspections: With the Chief Engineer and staff, Ensure that all building permits, government inspections and compliance testing occur as required by State Law, University Policy and the IIPP. (E)  B11. Work Orders: Review and approve all work order reports. (E)

30%

Financial Analysis

C1. Annual Budgets: With Managers and staff, establish budget assumptions, prepare budget analyses, and produce Original and Mid-Year Budgets for each property and the portfolio. (E)  C2. Building Expense Analysis: With Asset Manager, monitor building expenses, evaluate expenditures against budgets and operational needs, review and analyze building financial statements, compare building expenses to published industry statistics, and take action to control expenditures as necessary. (E)  C3. Escalation: Review and approve Escalation Estimates and Reconciliations prior to finalization by Financial Manager. (E)  C4. Variance Analysis: With staff and Financial Manager, review and approve monthly Variance Reports, analyze trends, identify problems areas for improvement, and develop and implement solutions. (E)  C5. Rent Collection: With staff, resolve collections and coordinate default proceedings when appropriate. (M)  C6. Lease Rollovers: Utilize stacking plans from Yardi and other tools to manage and plan for lease rollovers. (M)  C7. Interface with Campus Departments: Work with UCLA's Insurance and Risk Management Dept. to maintain appropriate insurance for risks of the building portfolio and develop and utilize appropriate language on Non-UC tenant and vendor insurance certificates. Work with UCLA Environment, Health & Safety Dept. to maintain safe work spaces and implement appropriate safety policies and procedures across the portfolio. Work with additional departments as needed to resolve lease and property issues. (E)  C9. Purchase Justifications: Prepare purchase justifications for special purchases (repairs, maintenance, equipment, etc.) and research products/services with Chief Engineer, staff and other required UCLA departments, as required. (E)  C10. Expenditure Approval / Delegation of Authority: Has Delegation of Authority to approve budgeted expenditures for operating expenses up to $100,000. Obtain approval from Associate Director for any unbudgeted operating expense over $50,000. (E)  C11. Possessory Interest Tax: With staff, design and implement procedures to assure that possessory interest taxes are budgeted, paid, terminated and appealed appropriately (M). C12. Supplies: With Managers, design and implement procedures to ensure that inventories of supplies for building management and operations are purchased and maintained in accordance with University Policy (M).

20%

Other

E1. Other tasks as assigned. (M)

5%

Real Estate Asset Management

D1. Capital and Investment Structure: Understand each property's capital structure (valuation, debt terms and structure, and equity); work with Director and Dept. Managers to maintain the Debt Capacity Models (DCMs). Assist with valuations, market analyses and financial analyses using DCMs, Budgets, Argus, CoStar and other tools as assigned. (E)  D2. Acquisitions and Dispositions: Provide support for University acquisitions and dispositions as assigned. (M)  D3. Off-Campus Owned Properties: Support staff in maintaining database of documents for off-campus owned properties and respond to requests for data on those properties. (M)

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in Finance, Real Estate  or related field or equivalent combination of education and experience and training

Required

Master's Degree

in business or management

Preferred

Min 10 years

experience in Finance and/or Real Estate

Required

CFM

Preferred

CPM

Preferred

RPA

Preferred

Real Estate License

Preferred

Demonstrated customer service skills to work effectively with tenants, vendors, co-workers, and University personnel with which Asset Management interacts. Ability to provide and supervise the provision of efficient, timely, reliable and courteous service to customers, and ability to respond effectively to sensitive issues and resolve conflicts at the highest management levels.

Required

Experience coordinating large TI construction and major maintenance projects.

Required

Advanced knowledge of RE industry software, such as Yardi (property management), Argus (lease-by-lease analysis) and CoStar (market research)

Required

Demonstrated advanced financial modeling, quantitative and analytical skills, and advanced knowledge of real estate accounting impact of lease clauses. Detailed property-level financial statement analysis, forecasting, lease management and rent setting.

Required

Demonstrated experience leading change and implementing proven policies and procedures

Required

Demonstrated experience using strategic and other business plans to guide short-term and long-term building operations and leading building teams in implementing those plans.

Required

Demonstrated experience developing success metrics, measuring and monitoring individual and team performance using those metrics and making adjustments to program based on metrics.

Required

As a public institution, UCLA's contracting requirements include advertising for bids, competitive bidding, paying prevailing wage and contractor pre-qualification and bonding. Experience in similar contracting environments

Preferred

Advanced knowledge of University purchasing policies and procedures.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

10920 Wilshire Blvd #815

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.