Director of Property Services

Job Description

Job Description

POSITION OVERVIEW

The Director of Property Services is a senior leadership role responsible for the operational performance, and client satisfaction of a third-party managed, mixed-use commercial portfolio primarily across the Greater Tampa Bay, Central and SouthWest Florida market. This position oversees a team of property managers and support staff, serving as the primary liaison between ownership groups, tenants, vendors, and internal stakeholders.

The Director of Property Services champions operational excellence, drives NOI performance, ensures regulatory compliance, and cultivates a high-performance culture within the property services division. This role requires a seasoned commercial real estate professional with deep knowledge of the Tampa Bay market and a demonstrated track record of managing third-party commercial properties.

KEY RESPONSIBILITIES

Leadership & Team Management

? Recruit, hire, mentor, and develop a team of property managers, assistant property managers, and administrative support personnel.

? Establish performance expectations, conduct regular evaluations, and implement professional development plans for all direct and indirect reports.

? Foster a collaborative, service-oriented team culture aligned with the firm?s values and client commitments.

? Manage staffing levels and resource allocation across the portfolio to ensure optimal coverage and service delivery.

? Lead regular team meetings, pipeline reviews, and operational huddles to drive accountability and communication.

Portfolio Operations & Asset Performance

? Oversee day-to-day management of a diverse mixed-use commercial portfolio including retail centers, office buildings, and industrial/flex properties.

? Ensure consistent application of management best practices, standard operating procedures, and service standards across all assets.

? Monitor, analyze, and report on portfolio-wide KPIs including occupancy, collections, NOI variance, operating expenses, and tenant retention.

? Conduct regular property inspections and audits to uphold physical asset standards and identify capital needs.

? Oversee the administration of all commercial leases, including CAM reconciliations, rent escalations, option notices, and lease expirations.

? Coordinate with leasing teams and ownership to execute lease renewals, new tenant transitions, and vacancy mitigation strategies.

Client & Owner Relations

? Serve as the senior point of contact for ownership groups and investors, providing proactive, transparent communication on asset performance.

? Oversee the preparation and deliverer of executive-level monthly ownership reports, including narrative commentary, variance analysis, and strategic recommendations.

? Participate in new business development efforts, including RFP responses, property presentations, and management agreement negotiations.

? Protect and grow the firm?s third-party management portfolio by delivering exceptional client service and driving owner satisfaction.

? Coordinate onboarding of new properties and clients, ensuring seamless transitions and prompt establishment of management protocols.

Financial Management & Reporting

? Lead the annual operating budget and capital expenditure planning process for the portfolio in collaboration with ownership and accounting.

? Review and approve monthly financial statements, variance reports, and reforecasts across all managed properties.

? Ensure timely and accurate rent collections, accounts receivable management, and resolution of delinquency issues.

? Oversee CAM budget preparation, reconciliation processes, and tenant billing in accordance with lease provisions.

? Partner with the accounting team to ensure compliance with GAAP reporting standards and owner-specific reporting requirements.

Vendor & Contract Management

? Establish and maintain a vetted network of qualified vendors, contractors, and service providers throughout the Florida service areas.

? Negotiate, execute, and manage vendor contracts, including but not limited to janitorial, landscaping, security, HVAC, roofing, and other recurring and project-based services.

? Implement and oversee a competitive bid process for significant capital projects and service contracts, ensuring cost efficiency and quality control.

? Monitor vendor performance through defined service level agreements and conduct regular performance reviews.

Compliance, Risk & Legal

? Ensure portfolio-wide compliance with all applicable federal, state, and local regulations including Florida Building Code, ADA, fire safety, and environmental requirements.

? Manage property insurance programs, certificates of insurance, and risk mitigation protocols in coordination with ownership and brokers.

? Oversee tenant default management, eviction proceedings, and legal matters in coordination with outside counsel.

? Maintain working knowledge of Florida commercial landlord-tenant law, real estate licensing requirements, and brokerage regulations.

? Ensure all management agreements are current, compliant, and appropriately documented.