Property Manager

About the Role

Oversee the overall management of assigned properties to increase their value by creating and implementing a comprehensive management and leasing plan.

Responsibilities

• Develop and maintain an in-depth working knowledge of the property, including physical condition, mechanical, and structural aspects.
• Oversee day-to-day activities, ensuring deadlines and priorities are met (e.g., accounting timelines, tenant set-up accuracy, payables coding, work order timelines).
• Supervise on-site property team members to ensure timely completion of internal tasks and projects.
• Prepare and maintain property files containing information on buildings, utilities, contractors, contracts, emergency procedures, property insurance, and other operational details.
• Prepare annual budgets, business/leasing assumptions, CAM reconciliations, and quarterly reports.
• Review operating statements and aged receivables on an ongoing basis, resolving discrepancies as required.
• Track property budgets to meet financial obligations.
• Develop and implement a tenant relations program with the team.
• Respond to and resolve tenant complaints in a timely and professional manner.
• Compose tenant correspondence and property memorandums.
• Administer Tenants’ and Landlords’ compliance with lease terms.
• Administer Tenant Defaults according to lease terms, company policy, and procedural timelines.
• Inspect properties weekly and monthly for maintenance and tenant compliance measures.
• Keep Certificate of Insurance documents updated for all tenant and vendor contractors.
• Investigate accidents, vandalism, property damage, etc., as required; write and submit reports to Corporate Risk Management and discuss insurance issues with appropriate personnel.
• Authorize repairs and mobilize vendors.
• Contract with vendors for property operations (e.g., landscaping, HVAC, parking lot sweeping, storm drain cleaning, electrical, plumbing, trash). Follow the appropriate bid process, review information, and award contracts using proper in-house signing authority procedures.
• Obtain bids for capital jobs and/or tenant improvements; prepare spending approval forms (MSC) for supervisor signature prior to awarding work and prepare contracts thereafter (AIA when over $50K).
• Provide project management services for capital and tenant improvement projects, including general contractor oversight.
• Obtain labor and material releases from contractors and post notices of Non-Responsibility as needed for Tenant Improvement or capital work.
• Conduct move-in and move-out suite inspections with tenants prior to occupancy or upon lease expiration; complete related paperwork for security deposit refunds or closing out tenant accounts.
• Communicate and prepare space for turnover (e.g., janitorial, painting, carpet, utility changeovers, signage).
• Maintain and track lease rollovers (Lease Status Report) or projects for pending transactions and follow-up items using company procedures and tracking methods.
• Type correspondence, leases, reports, memos, etc.; ensure paperwork is prepared accurately, timely, and meets specified deadlines.
• Maintain tenant/vendor files and ensure good record-keeping (e.g., copying, filing, assembling, labeling, and organizing files).
• Follow up in written format with copies of letters to tenant lease files or vendor files.
• Review A/P vouchers for accuracy, information, and coding on a weekly basis; correct as required.
• Print and distribute monthly Lease Status reports and various other reports for the department.
• Responsible for maintaining and safekeeping key and lock distribution to tenant suites.
• Perform additional duties and special projects as assigned.

Requirements

• A minimum of five years’ property management experience in commercial/office and/or industrial properties, handling property maintenance & repair, tenant improvements, tenant complaints, vendor contracts, lease administration, and enforcement.
• Knowledge of real estate law, finance, accounting practices, and procedures.
• Strong ability to read and interpret lease documents.
• Proficient computer skills, including Microsoft Office and property management software systems (Yardi experience preferred).
• Strong written and oral communication skills.
• Organized, detail-oriented, and able to multitask.
• Good customer service skills when assisting tenant inquiries, vendors, and others.
• Dependable, reliable, cooperative with good interpersonal skills and a positive attitude in a team-oriented environment.

Qualifications

• College Degree in a relevant field preferred.
• Valid Driver’s License and registered automobile.
• Brokers License – Optional.
• Certified Property Manager – Preferred.

Benefits

• Medical, dental, and vision coverage.
• 401k retirement plan.
• Flexible Spending Account (FSA) options.
• Vacation, sick, and holiday pay.