Director of Property Management

Job Description

Job Description

Senior Portfolio Manager / Director of Property Management

Overview

Our growing, dynamic real estate firm manages a diverse and expanding portfolio of residential, commercial, and mixed-use properties. We are seeking a high-caliber, strategically minded Senior Portfolio Manager / Director of Property Management to lead, optimize, and aggressively scale our internal property management division.

Our footprint currently stands at 200 scattered-site rental houses alongside our commercial and mixed-use assets. We are looking for a visionary operational leader to manage day-to-day operations seamlessly while helping us scale into a high-density mixed portfolio of up to 2,500 rental doors.

In this hands-on leadership role, you will shape, refine, and optimize our existing Standard Operating Procedures (SOPs) housed within our core tech stack: Trello, AppFolio, GSuite (Google Drive), and Dropbox. Our #1 priority is owner/property retention and satisfaction. While there are no junior staff or direct reports at the moment, you will play a foundational role in scaling the business, eventually building out, onboarding, and mentoring junior staff and on-site teams as our high-density portfolio expands.

Benefits & Compensation

• Company retirement match to secure your financial future
• Dedicated medical reimbursement program for health and wellness coverage

Responsibilities

1. Property Operations & Scattered-Site Logistics

• Maintenance Coordination: Manage the Maintenance Management System inside AppFolio, keeping work order response times and unit turnover windows exceptionally low while keeping tenant satisfaction high.
• Contractor & Vendor Oversight: Source, vet, and collaborate with contractors and maintenance personnel to schedule repairs, value-add improvements, and preventative measures.
• Property Inspections: Coordinate and facilitate regular on-site property walkthroughs to audit conditions, maintain rigorous safety standards, identify maintenance needs, and preserve physical asset value.
• Service Agreements: Audit, negotiate, and manage recurring Quarterly Service Agreements (QSAs) for vital property infrastructure (such as HVAC servicing, gutter clearing, landscaping, and backflow testing) across all doors.

2. Client Retention & Owner Relations (#1 Priority)

• Protect the Portfolio: Execute proactive relationship management strategies to guarantee maximum owner satisfaction, high landlord renewal rates, and flawless property retention as we scale.
• Foster Trust: Act as the primary point of contact for ownership groups, aligning field operations directly with their long-term investment goals and maintaining elite professional relations.
• Escalation Management: Master stakeholder communication, acting as the premier point of contact for complex landlord, tenant, and ownership disputes to secure high retention rates.

3. Leasing, Turnover & Marketing

• Turnover Management: Coordinate and facilitate comprehensive leasing activities, managing applicant screening, background checks, lease agreements, move-ins, and move-outs.
• Brand-Aligned Marketing: Use Canva, Google Photos, and digital tools to refine marketing collateral, syndication graphics, and presentation decks to lease vacant units quickly and maintain low vacancy rates.
• Database & Market Expansion: Mine our existing internal database and utilize the NWMLS to track local market trends, evaluate potential multi-family acquisitions, run data-driven comparables, and identify organic portfolio expansion opportunities.

4. Financial Close, Tax & Compliance

• Monthly Statements: Partner closely with the Office Manager to close out the monthly financial cycle, ensuring accurate, transparent owner statements are generated and sent on time each month.
• Quarterly Tax Reporting: Collaborate with the Office Manager to compile, reconcile, and deliver comprehensive quarterly financial packages, P&L statements, and transaction data to our CPA.
• Annual 1099 Processing: Work in tandem with the Office Manager to manage the year-end vendor accounting process in AppFolio, ensuring all vendor profiles are compliant (W-9 tracking) and that annual 1099 statements are accurately generated and distributed.
• Financial Analytics: Review property-level financial variations and accurately explain budget fluctuations to ownership.

5. Regulatory Compliance & Risk Management

• Fair Housing Compliance: Maintain strict compliance with federal Fair Housing regulations, ensuring all marketing materials, applicant screening guidelines, leasing criteria, and tenant interactions are completely objective, consistent, and legally compliant.
• State & Local Laws: Ensure full adherence to Washington State Landlord-Tenant laws, regional commercial codes, and housing ordinances across all properties to mitigate corporate liability.
• Insurance Tracking: Implement a rigorous audit schedule within AppFolio to ensure all active tenants maintain up-to-date Renters Insurance and Commercial Liability Insurance policies that meet lease requirements.
• Workflows & SOPs: Audit and shape our current standard operating procedures (SOPs) documented in Trello to bridge the gap between single-family scattered-site logistics and high-density multi-family operations safely.
• Prepare for Team Mentorship: Help design the organizational framework to recruit, onboard, and mentor future junior staff, leasing agents, and maintenance field crews as the portfolio scales, ensuring compliance standards are taught consistently.

Required Qualifications

• Licensing & Credentials: Active Washington State Real Estate License is strictly required to ensure full regulatory and legal compliance across all operations.
• Property Management Experience: Minimum of 5+ years of progressive property management experience, with a track record of successfully maintaining low vacancy rates, high tenant retention, and managing diverse portfolios (residential, commercial, or mixed-use).
• Systems & Technical Proficiency: High technical literacy and master-level comfort managing operational documentation and workflows inside Trello, AppFolio, GSuite (Google Drive), and Dropbox.
• Financial & Collaborative Aptitude: Clear understanding of real estate bookkeeping, trust accounting mechanics, and vendor 1099 compliance guidelines, with a proven ability to collaborate effectively with an Office Manager and external CPA.
• Industry Tools Mastery: Active proficiency navigating the NWMLS for market data and utilizing Canva or digital editing tools for professional property listings.
• Contract Negotiation: Proven negotiation experience in commercial and residential leases, recurring quarterly service contracts, and vendor agreements to maintain highly favorable terms for owners.

Key Performance Indicators (KPIs) & Success Metrics

To be successful in this position, performance will be measured across the following specific metrics:

• Owner Retention & Satisfaction: Achieve and maintain a 100% property retention rate by protecting the existing core portfolio and maintaining exceptional owner satisfaction scores.
• Financial Cycle Compliance: Complete on-time, error-free monthly statement distributions, quarterly financial package transfers to the CPA, and seamless year-end 1099 vendor processing in partnership with the Office Manager.
• Maintenance & Turnover Efficiency: Minimize operational downtime by maintaining low tenant work order turnaround times, executing recurring quarterly service contracts promptly, and optimizing unit turnover windows.
• Workflow Optimization: Successfully audit, refine, and document property management workflows within Trello and AppFolio to build a scalable foundation ready for future junior staff onboarding.
• Portfolio Database Utilization: Identify and execute measurable organic portfolio growth opportunities through the strategic analysis and utilization of data and local market metrics.

If this sounds like a job you could flourish in, please send your resume and make sure to include "Director of Property Management - Resume" in the subject line and let us know why you think you'd be the best fit.

Background Check:
Employment for this position is contingent upon the successful completion of a background check. While we comply with all Washington State and federal laws regarding the use of criminal records in hiring decisions, certain offenses may disqualify candidates from consideration based on job-related requirements.