MP-220261110 - Property Manager - Medical Office

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Property Manager – Medical Office Buildings

Location: Houston, Texas
Position Type: Part-Time / Full-Time
Compensation: $25–$35 per hour, depending on experience and qualifications
Schedule: Flexible weekday schedule with occasional after-hours availability
Real Estate License: Preferred and encouraged, but not required

Position Overview
We are seeking a motivated, highly organized, and dependable Property Manager to oversee the day-to-day operations of a growing portfolio of medical office buildings in the Houston area.
The Property Manager will be responsible for leasing activities, tenant relations, property inspections, maintenance coordination, vendor management, and financial administration.
A key aspect of this role is working closely with the Building Engineer to troubleshoot building issues, coordinate maintenance activities, and ensure problems are resolved efficiently. This is a property management and operational coordination position, not a hands-on maintenance or repair role. The Property Manager is not expected to perform repairs or work with tools.
The successful candidate will be comfortable working independently, communicating professionally, solving problems, and maintaining high standards for property condition, tenant satisfaction, and financial performance.
The position offers the opportunity to work directly with ownership and grow professionally as the medical office portfolio expands.

Primary Responsibilities
1. Leasing, Marketing & Occupancy Management

• Market available medical office suites through appropriate listing platforms and marketing channels.
• Respond promptly and professionally to prospective tenant inquiries.
• Schedule and conduct property showings and tours, as permitted by applicable Texas licensing requirements.
• Follow up with prospective tenants and maintain records of leasing activity.
• Coordinate tenant applications, screening, and qualification reviews.
• Assist with lease preparation, renewals, amendments, and negotiations, within applicable licensing requirements.
• Maintain accurate records of vacancies, rental rates, occupancy, and lease expiration dates.
• Proactively coordinate lease renewals to minimize tenant turnover.
• Coordinate the preparation of vacant medical office suites for new tenants.
• Work with outside leasing brokers when necessary.
• Develop strategies to minimize vacancies and maximize rental income.

2. Property Operations & Tenant Relations

• Serve as a primary point of contact for medical office tenants regarding property-related matters.
• Respond to tenant inquiries, complaints, and service requests in a timely and professional manner.
• Conduct routine property inspections to ensure properties are maintained to company standards.
• Coordinate tenant move-ins, move-outs, and suite turnover.
• Monitor tenant compliance with lease agreements and property policies.
• Coordinate tenant access, contractor visits, and property inspections.
• Maintain positive relationships with tenants while protecting ownership's interests.
• Identify and proactively address property-related issues before they become larger problems.
• Coordinate with medical office tenants to minimize disruptions to patient care and daily clinical operations.

3. Maintenance Coordination & Building Operations

• Serve as the primary point of contact for tenant maintenance requests and building-related concerns.
• Work closely with the Building Engineer to troubleshoot issues, identify appropriate solutions, and coordinate corrective actions.
• Evaluate and prioritize maintenance requests based on urgency, tenant impact, and operational needs.
• Coordinate the Building Engineer's schedule and activities to ensure maintenance issues are addressed efficiently.
• Engage outside contractors and specialized service providers when necessary.
• Coordinate preventive maintenance schedules for HVAC, plumbing, electrical, and other building systems.
• Oversee scheduling and coordination of landscaping, janitorial services, pest control, and other routine property services.
• Coordinate seasonal maintenance activities, including freeze protection and winterization, with the Building Engineer.
• Monitor maintenance requests from initial reporting through completion, ensuring timely communication with tenants.
• Verify that maintenance work has been completed satisfactorily and document the resolution.
• Maintain organized maintenance records, equipment information, warranties, and service histories.
• Identify recurring maintenance issues and work with the Building Engineer to develop long-term solutions.
• Coordinate building maintenance activities to minimize disruptions to medical practices and patient access.

Role Clarification: The Property Manager is responsible for managing and coordinating maintenance activities, not physically performing repairs. Hands-on maintenance, technical troubleshooting, and equipment servicing will be performed by the Building Engineer or qualified contractors.

4. Financial & Administrative Management

• Monitor rent collections and follow up on outstanding tenant balances.
• Maintain accurate rent rolls, tenant records, and lease documentation.
• Review vendor invoices for accuracy and verify completion of work before payment.
• Track property operating expenses and assist with budget preparation.
• Coordinate with accounting personnel regarding accounts payable, accounts receivable, and financial reporting.
• Assist with commercial lease expense reconciliations, including common area maintenance (CAM), property taxes, insurance, and other recoverable expenses.
• Maintain organized records for individual properties and their respective ownership entities.
• Identify opportunities to improve operational efficiency and reduce unnecessary expenses.

5. Vendor & Contractor Management

• Identify, evaluate, and coordinate qualified contractors and service providers.
• Obtain competitive bids for maintenance, repairs, and improvement projects.
• Schedule contractors and coordinate access to properties.
• Monitor contractor performance, quality, scheduling, and costs.
• Maintain vendor contact information, insurance documentation, and service agreements.
• Assist in negotiating vendor pricing and service contracts within approved authority.
• Develop relationships with reliable service providers to ensure timely and cost-effective property maintenance.

6. Property Inspections & Capital Improvements

• Conduct regular inspections of medical office buildings.
• Identify deferred maintenance, safety concerns, and opportunities for improvement.
• Document property conditions through photographs and inspection reports.
• Coordinate minor renovation and improvement projects.
• Assist ownership with planning and executing capital improvements.
• Monitor project schedules, contractor performance, and budgets.
• Coordinate inspections, permits, and regulatory compliance matters as appropriate.
• Assist with medical office tenant improvements, suite modifications, and preparation of spaces for occupancy.

7. Reporting & Communication

• Maintain clear, consistent, and professional communication with ownership, tenants, vendors, and contractors.
• Provide regular updates on property operations, leasing activity, vacancies, and maintenance issues.
• Maintain an organized list of outstanding tasks and follow-up items.
• Prepare concise written property management reports.
• Promptly escalate significant operational, financial, legal, or tenant-related issues.
• Proactively communicate problems, recommended solutions, and progress toward resolution.

Required Qualifications

• Excellent verbal and written communication skills , including the ability to prepare professional emails, tenant notices, leasing correspondence, and operational reports.
• Strong organizational skills and attention to detail.
• Ability to manage multiple properties, responsibilities, and priorities simultaneously.
• Strong problem-solving skills and a proactive, solutions-oriented approach.
• Ability to work independently with minimal supervision.
• Professional demeanor and strong interpersonal skills.
• Comfortable communicating with medical professionals, tenants, prospective tenants, contractors, vendors, and ownership.
• General understanding of building operations and maintenance coordination; technical repair experience is not required.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Comfortable learning property management and accounting software.
• Valid driver's license, reliable transportation, and ability to travel between properties throughout the Houston area.
• Ability to coordinate responses to occasional urgent property matters outside normal business hours.

Preferred Qualifications

• Previous experience in medical office or commercial property management.
• Experience leasing medical office suites.
• Familiarity with commercial lease structures, including triple-net (NNN) leases.
• Experience coordinating building engineers, maintenance personnel, and contractors.
• Experience with property management software, QuickBooks, or similar accounting systems.
• Familiarity with operating budgets, vendor management, and expense control.
• Texas real estate license.

Real Estate License: A Texas real estate license is encouraged but not required at the time of hire. Candidates interested in obtaining their license are encouraged to apply. Activities requiring a real estate license will be performed only by appropriately licensed individuals in accordance with Texas law and Texas Real Estate Commission regulations.

Ideal Candidate
We are looking for someone who takes ownership of their responsibilities and approaches property management with an owner's mindset.
The ideal candidate:

• Is proactive rather than reactive.
• Takes initiative and follows through on commitments.
• Communicates clearly, professionally, and consistently.
• Is organized, dependable, and detail-oriented.
• Understands the importance of tenant satisfaction, property presentation, and minimizing disruptions to medical office operations.
• Is financially disciplined and cost-conscious.
• Enjoys solving problems and coordinating people and projects.
• Is comfortable working both in an office environment and visiting properties in the field.
• Understands how to work collaboratively with technical personnel to resolve building issues.
• Recognizes the value of preventive maintenance and protecting long-term property value.
• Is interested in growing professionally with an expanding medical office portfolio.

Compensation & Growth Opportunities
Compensation: $25–$35 per hour, commensurate with experience and qualifications.

Employment: Part-time or full-time, depending on candidate qualifications and company needs.

Schedule: Flexible weekday schedule with regular availability for tenant communication, property showings, and contractor coordination. Occasional after-hours coordination may be necessary.

Growth Opportunity: The position offers opportunities to assume additional responsibilities as the medical office portfolio expands.

How to Apply
Interested candidates should submit a resume outlining relevant experience in property management, leasing, tenant relations, maintenance coordination, or related administrative and operational roles.
Please include any relevant real estate licensing information and indicate your availability for part-time or full-time employment.

We are an Equal Opportunity Employer.