PIE Property Manager

About the Role

Manage the day-to-day operations of the PIE Innovation Center's leased properties by fostering positive tenant relationships, coordinating maintenance and repairs, monitoring lease compliance, supporting occupancy goals, and coordinating tenant communications while working collaboratively with the Financial Specialist on billing and collections.

Reports to: District Finance Director & Director of PIE. Exemption status: Nonexempt.

Responsibilities

• Tenant Relations
  • Serve as the primary point of contact for tenants regarding day-to-day property needs.
  • Build and maintain positive professional relationships with tenants.
  • Respond promptly to tenant questions, concerns, and service requests.
  • Coordinate tenant move-ins, move-outs, and orientation to building policies and procedures.
  • Conduct regular tenant check-ins and meetings to ensure satisfaction.
  • Maintain consistent communication regarding building operations, maintenance schedules, and special events.
• Lease Administration
  • Review leases for compliance with terms and conditions.
  • Monitor lease expirations and notify administration of upcoming renewals.
  • Assist administration with lease negotiations, renewals, amendments, and tenant agreements.
  • Ensure tenant compliance with lease requirements, insurance certificates, and facility policies.
• Property Operations
  • Schedule routine, preventive, and emergency maintenance and repair activities.
  • Coordinate, oversee, and evaluate contractors and vendors performing work on the property.
  • Inspect completed work to ensure quality and compliance with expectations.
  • Conduct regular property inspections to recommend preventive maintenance projects, identify maintenance needs and capital improvements, and safety concerns to preserve the facility and enhance tenant satisfaction.
  • Maintain maintenance records and service histories.
  • Coordinate facility preparation for tenant events and building usage.
• Financial Support
  • Communicate with tenants regarding outstanding balances and coordinate payment arrangements.
  • Notify the Financial Specialist of collection activity affecting tenant accounts.
  • Work closely with the Financial Specialist to ensure timely processing of receipts and deposits.
  • Provide documentation supporting tenant billings and collections.
• Occupancy and Marketing Support
  • Assist in marketing available office and meeting spaces.
  • Conduct property tours for prospective tenants.
  • Assist with tenant recruitment and retention initiatives.
  • Support occupancy goals by maintaining high levels of tenant satisfaction.
• Records and Reporting
  • Maintain accurate tenant files and lease documentation.
  • Document maintenance requests, inspections, and completed work.
  • Prepare periodic occupancy, maintenance, and tenant activity reports.
  • Assist with budget planning by identifying anticipated maintenance and capital improvement needs.
• Other Duties
  • Maintain confidentiality of tenant and district information.
  • Follow district safety protocols and emergency procedures.
  • Assist with special projects and events hosted at the PIE Innovation Center as needed.
  • Perform other duties as assigned.

Requirements

• Education: Associate degree in Business, Property Management, Real Estate, Business Administration, or related field preferred. Equivalent combination of education and experience may be considered.
• Experience: Two (2) years of experience in property management, commercial leasing, customer service, facilities management, or related field preferred. Experience coordinating maintenance vendors and working directly with tenants preferred.

Skills

• Strong customer service and relationship-building skills.
• Excellent verbal and written communication skills.
• Ability to organize multiple projects and prioritize competing deadlines.
• Knowledge of commercial lease terminology and lease administration.
• Ability to coordinate vendors and oversee maintenance activities.
• Proficiency with Microsoft Office.
• Proficiency with basic property management software preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong problem-solving and conflict resolution skills.

Working Conditions

• Tools/Equipment Used: Standard office equipment, personal computer, smartphone, and personal vehicle for local travel when necessary.
• Posture: Frequent standing, walking, sitting, bending, stooping, and climbing stairs.
• Motion: Frequent walking throughout the facility; occasional lifting and carrying up to 25 pounds.
• Environment: Indoor office and commercial property environment with occasional outdoor inspections. May require occasional evening hours for tenant meetings or special events.
• Mental Demands: Work with frequent interruptions while maintaining professionalism, sound judgment, and strong customer service under pressure.