Real Estate Commercial Manager

About us
Lodu is a Luxembourg-based investment company specialised in the management and development of residential and commercial properties. We work across multiple investment initiatives and operational projects focusing on execution structure and long-term value. We are a small team and take serious ownership of what we do working closely with leadership and external partners with a strong emphasis on accountability and follow-through.

Tasks

Job Overview
We are seeking an experienced and proactive Real Estate Assistant For Commercial Properties to oversee the daily operations and management of our commercial properties. The ideal candidate will be responsible for tenant relations financial performance and maintaining our properties to high standards.

Key Responsibilities****Rent Collection and Meter Reading (Utilities):
Supervise rent collection processes ensuring adherence to established procedures
Review meter reading activities for utility consumption and ensure accurate billing to tenants
Provide guidance on managing utility accounts and timely payments to suppliers

Loans:
Provide guidance and support in researching and evaluating loan options to secure financing for property acquisitions and development projects
Review loan applications and documentation ensuring completeness and accuracy
Monitor the loan process including negotiations approvals and disbursements providing guidance as needed
Ensure compliance with loan agreements and repayment terms.
Tenant Relations and Occupancy Management:
Supervise tenant relations processes providing guidance and support to the team.
Review and provide input on thorough tenant screenings including background checks credit checks and reference verification.
Ensure proper rent collection procedures are followed and manage delinquencies providing guidance to the accounting team as necessary.
Supervise marketing and advertising efforts for available properties providing guidance on creating compelling property listings and conducting property tours for commercial properties.
Review tenant screening processes including background checks credit checks and reference verification to ensure the selection of qualified tenants.
Provide guidance and support for move-in and move-out processes including inspections lease agreements and security deposit handling.
Analyze property occupancy rates and provide strategies to minimize vacancies and maximize rental income for commercial properties.
Connections (Water Electricity Gas) with Utility and Suppliers:
Provide oversight for establishing and maintaining connections with utility providers for water electricity gas and broadband services.
Review the coordination of the setup and disconnection of utility services for properties.
Review the management of relationships with suppliers to ensure timely and reliable services.
Lease Management:
Supervise lease management processes providing guidance and support to the team.
Oversee lease administration including lease negotiations lease renewals and lease terminations for commercial properties.
Insurance & Risk Management:
Arrange and maintain insurance coverage for commercial properties (e.g. building liability contents)
Track active insurance policies renewal dates and ensure timely updates when properties or occupancy status change
Follow up with management companies regarding policy coverage required maintenance or repair works tied to insurance obligations
Liaise with tenants to ensure compliance with insurance-related duties and to gather documentation when needed
Assist in the preparation submission and tracking of insurance claims
Keep digital records of all insurance documentation in shared drives for easy access
Quotations: Appliances Services Materials: Review the process of obtaining quotations for various requirements including appliances services cars and materials.
Provide guidance on evaluating quotations negotiating pricing and making informed purchasing decisions ( planning consultants architects engineers)
Review the maintenance of records of quotations and purchase orders.
Property Maintenance and Repairs:
Supervise property maintenance and repair activities ensuring effective coordination with vendors and contractors.
Conduct periodic reviews of property inspections to identify maintenance needs and provide guidance on addressing them promptly for commercial properties.
Monitor and provide guidance on emergency maintenance requests ensuring timely resolution and minimal disruption to tenants.
Oversee the implementation of preventive maintenance programs to protect property investments.
Cleaning:
Oversee the cleaning of properties ensuring cleanliness and hygiene standards are met.
Review the coordination of cleaning schedules and inspections.
Provide guidance on managing relationships with cleaning contractors and suppliers.
CCTV Cameras:
Supervise the installation and maintenance of CCTV camera systems for properties.
Monitor camera footage and ensure the security and safety of the properties.
Review the coordination of repairs and upgrades as needed.
Planning Applications and Development:
Provide guidance and oversight in managing planning applications for property development and renovations.
Liaise with local authorities and consultants to ensure compliance with planning regulations.
Supervise and oversee development projects including budgeting scheduling and contractor management.
Compliance and Regulations:
Stay updated on local property management laws regulations and industry best practices and communicate relevant information to the team.
Provide guidance on ensuring compliance with all applicable regulations including health and safety requirements.
Review and approve proper documentation including lease agreements tenant records and property inspection reports.
Financial Management and Reporting Payments:
Provide oversight for property budgets track income and expenses and monitor financial performance for commercial properties.
Review financial analysis reports including rent reviews lease renewals and expense management providing insights and recommendations to optimize property profitability.
Ensure accurate and timely record-keeping and financial documentation providing guidance to the team.
Accountancy:
Assist with the opening of bank accounts for new properties entities or operational needs
Maintain contact with financial institutions to follow up on account status documentation requests or updates
Provide oversight and guidance to the accounting team to ensure accurate financial record-keeping and reporting.
Review the provision of necessary documentation and information for financial audits.
Review the preparation of financial statements and reports.

Requirements

Required Skills & Qualifications
Previous experience in commercial real estate facilities or operations management
Excellent spoken and written English
Located in Poland with a reliable home office setup
Strong organisational and time management skills
Comfortable working independently with minimal supervision
Proficiency with spreadsheets online tools and cloud file management (e.g. Google Drive MS Office Notion and PMs Frameworks)

Benefits

Benefits
Competitive salary
Fully remote work with a flexible schedule
A collaborative and supportive international team
Exposure to the European property market
Opportunities for career growth and professional development