To coordinate the management, consumer marketing, public relations and operation of an urban mixed-use center including Retail, Common Areas, District Associations, Parking Garage, and Loading Docks within the guidelines of those quality standards and operational objectives and goals established by Ownership. Responsible for increasing the economic value of the property while deterring its physical obsolescence. Involves profit / loss accountability and overall management of the property, including operations, marketing, leasing, specialty leasing, accounting, guest services, and public safety at the property level.
Focus on the objective of providing a best in class shopping, dining, parking, and public space environment.
Administer effective management programs within Retail, Common Areas, District Association, Parking Garage, and Loading Docks, to help support the overall objectives and goals of Ownership and the Common Area Association.
Help coordinate leasing strategy programs, taking into consideration such items as legal, financial, tenant mix, and remerchandising of space and projected sales analysis.
Manage all activities associated with Retail Operations.
Establish and implement operating procedures associated with the parking garage including any special parking programs for holiday season or special event periods.
Oversee procedures associated with recycling, composting and trash hauling for all uses at the project.
Support, as needed, meetings by the Master Owners’ Association, the District Owners’ Association, and the Retail Owner.
Assume additional responsibilities as delegated by the Director – Property Management and the Manager Director.
Ensure thorough contract negotiations and administration.
Ensure all contracts are competitively bid and administered per the contract terms for the Retail Project and Owner Association operations. Contracts include but are not limited to janitorial, storefront maintenance, cooling tower/condenser water maintenance, and plumbing line maintenance.
Supervise parking garage operator to ensure a high level of customer service and maximize profitability. Monitor and evaluate the financial operating results to enhance the cash flow and profits of the operation, including the evaluation of pricing strategies. Ensure the maintenance of parking equipment, pay-on-foot equipment, and parking guidance system.
Develop and maintain a qualified management and marketing staff to support the management and marketing program. Staff will fulfill accounting, engineering, property management, administrative/concierge and marketing/programming responsibilities.
Implement training and personnel development programs for management, marketing, and engineering employees.
Be responsible for staff coordination, personnel administration and performance evaluations.
Hold weekly property management meetings and monthly asset management and accounting reprojection meetings, or more frequently, as needed.
Compose and maintain a “manager on duty program” including holidays, weekends, etc.
Tenant Relations/Lease Administration
Ensure tenant operation is in accordance with lease provisions.
Interpret and enforce lease covenants, ensure timely collection of rents, sales reports, insurance certificates, and other lease required documents.
Establish and maintain open and productive communication with community leaders, government officials (including police department), vendors, cultural/civic institutions and the general public. Specifically, establish and maintain a working relationship with the local Business District, Police Department, and the Neighborhood Planning Unit.
Establish and maintain open and productive communication with the property managers for the office, apartment, condominium, and hotel components.
Maintain active participation in the International Council of Shopping Centers and oversee any retail marketing funds.
Supervise marketing programs and strategy for the Retail and Parking components of the Project. Oversee all marketing programs with the Director of Marketing upon approval of Ownership and Associations as applicable.
Oversee financial operating results of the retail, garage, Owner Associations in order to enhance cash flow and profits.
Coordinate financial policies and procedures with the Controller – Retail/Common Areas/Garage/Owner Associations.
Prepare monthly management reports, maintain effective communications with owners, and maintain appropriate documentation of critical items.
Coordinate financial policies and procedures with the Controller – Retail/Common Areas/Garage.
Prepare the Annual Business Plan, Marketing Plan and Operating Budget for the property and lead the presentation as required by ownership and the Company.
Identify capital expenditure requirements necessary to ensure the long-term asset value of the properties.
Identify major variances with the Business Plan or Operating Budget and assist to determine necessary actions.
Ensure that all required financial information is submitted in an accurate and timely manner.
Responsible for tracking and contributing to all aspects of income generation. This includes short-term / specialty leasing, event and sponsorship income, as well as other income-producing programs.
In cooperation with the Leasing Manager, show retail space and interact with national, local, and regional tenants to enhance property income.
Oversee preparation of annual budgets for review and approval by Ownership, the Owners Associations.
Maintain income and expense controls.
Tenant Construction/Capital Construction
Leads the negotiations and awarding of contracts in all project areas, including brokers, architects, engineers, contractors, and other outside consultants along with overseeing the management and administration of all contracts related to the Project.
Represent Property Management interests during the construction process including site visits, review of design, and construction plans. During redevelopment or new development projects, proactively implement the design, materials, or other changes based on operational lessons learned from past experience and prior projects.
Responsible for the operational project/community risk management, working closely with the Mixed-Use Development Team during all construction activities to ensure overall project quality.
Monitor all tenant construction for compliance with center rules and approved plans. Ensure all required documentation is obtained from the tenant in a timely manner.
Policies and Procedures
Act without prior approval to ensure that the policies and procedures of Ownership are adhered to as they related to Retail, Common Areas, Parking Garage, Owner Associations.
Establish policy, administer procedures, and monitor an effective tenant relations program.
Obtain and keep abreast of all laws, both State and Federal which pertain to responsibilities.
Be responsible for filling staff positions, subject to Ownership approval, including temporary seasonal labor, to ensure operations reflect the quality standards of the Company.
Ensure operations and physical property conditions are in compliance with established operating and service standards.
Ensure that approved Ownership procedures are followed.
Recommend legal action as may be required to protect and maintain the Project.
Conduct or ensure that regular reviews are conducted and ensure proper preparation and analysis, interpretation and implementation of necessary action of the following:
Standards of Performance
Monthly Rent Roll
Tenant Accounts Receivable
Lease Administration Programs
Budget and Budget Reports
Garage Operating Reports
Holiday Staffing and Traffic Plan
Physical Inspection Reports
Annual Marketing Plan, including Common Areas Programming Event Calendar
Public Space Programming Budget
Energy Management Reports
Maintaining Tenant Sales
Percentage Rent Monitoring System
Maintain an environmental standard.
Assume additional responsibilities as required.
Minimum Requirements include:
Bachelor’s degree in business administration or related field from an accredited institution
10+ years of operations and construction management experience, in the retail industry
P&L responsibility and budgetary experience
Strong initiative, interpersonal skills, and customer service orientation
Poline Associates is an international executive search firm specializing in the shopping center industry.We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.