Property Manager

Job Description

Job Description

PROPERTY MANAGER

POSITION SUMMARY

The Property Manager is responsible for the overall operational, financial, and administrative management of a commercial office property or portfolio. This role serves as the primary point of contact for ownership, tenants, vendors, and on-site staff, ensuring the asset is operated efficiently, maintained to the highest standards, and positioned to achieve ownership objectives.

The Property Manager provides leadership to property personnel, oversees building operations, manages budgets and financial reporting, administers lease obligations, and drives tenant satisfaction through responsive service and proactive communication. This position requires a hands-on leader with strong financial acumen, operational expertise, and the ability to build and maintain positive relationships with a diverse group of stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Property Operations & Asset Management

• Direct all day-to-day property operations to ensure the building is maintained in accordance with ownership goals, management standards, and tenant expectations.
• Conduct routine property inspections to evaluate building conditions, identify operational concerns, and ensure a first-class appearance throughout the asset.
• Coordinate and oversee maintenance activities, tenant improvement projects, capital improvements, and vendor services.
• Ensure compliance with applicable building codes, safety regulations, company policies, and contractual obligations.
• Develop and maintain emergency preparedness and business continuity plans, assisting with recovery efforts when operational disruptions occur.
• Identify operational efficiencies and implement improvements that enhance building performance and tenant experience.

Financial Management

• Prepare and administer annual operating budgets and capital expenditure plans.
• Monitor financial performance, analyze budget variances, and prepare monthly management reports with supporting explanations and recommendations.
• Review accounts receivable activity and work closely with accounting teams to support timely collection of rent and recoverable expenses.
• Oversee annual operating expense reconciliations and common area maintenance (CAM) recoveries in accordance with lease requirements.
• Review invoices, contracts, purchase orders, and service agreements to ensure accuracy and compliance with approved budgets.
• Forecast future operating and capital requirements to support ownership planning and asset performance objectives.

Tenant & Client Relations

• Foster strong working relationships with tenants by providing exceptional customer service and timely resolution of concerns and service requests.
• Serve as the primary representative for ownership and maintain regular communication regarding property performance, capital projects, operational initiatives, and tenant matters.
• Prepare and deliver accurate and timely ownership reports, including financial, operational, and occupancy updates.
• Partner with leasing teams to support tenant retention, property tours, lease transactions, and occupancy goals.
• Address escalated tenant issues professionally and effectively while balancing tenant needs with ownership objectives.

Leadership & Team Development

• Lead, supervise, and develop on-site property management and administrative staff.
• Participate in recruitment, onboarding, training, coaching, and performance evaluation processes.
• Establish work priorities, assign responsibilities, and monitor workload distribution to ensure departmental objectives are achieved.
• Promote cross-training and professional development opportunities to strengthen team performance and operational continuity.
• Create a positive, collaborative work environment focused on accountability, service excellence, and continuous improvement.
• Mentor team members and provide guidance to support career growth and achievement of performance goals.

Vendor & Contract Administration

• Solicit bids, negotiate service agreements, and oversee vendor performance to ensure quality service delivery and cost-effective operations.
• Maintain compliance with procurement policies, insurance requirements, and contractual obligations.
• Evaluate contractor performance and address deficiencies as necessary to maintain property standards.
• Coordinate vendor access, project schedules, and building communications related to operational and construction activities.

Additional Responsibilities

• Administer lease requirements and ensure compliance with tenant and landlord obligations.
• Prepare notices, correspondence, and operational communications as required.
• Resolve routine and complex operational issues by analyzing available information and implementing practical solutions.
• Influence and collaborate with tenants, ownership representatives, vendors, and internal departments to achieve shared objectives.
• Perform additional duties and special projects as assigned by senior leadership or ownership.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor's degree in Business Administration, Real Estate, Finance, Accounting, or a related field preferred.
• Minimum of five (5) years of commercial property management experience, preferably managing Class A office assets.
• Active Real Estate License where required by state regulations.
• Professional industry designations such as CPM, RPA, CCIM, or progress toward certification are preferred.
• Demonstrated experience managing operating budgets, capital projects, financial reporting, and tenant relations.
• Strong understanding of commercial lease administration, property operations, and expense recovery processes.
• Experience supervising and developing professional staff.
• Advanced proficiency in Microsoft Office applications, including Excel, Word, Outlook, and financial reporting tools.
• Experience with commercial property management platforms such as Yardi, MRI, Angus, Building Engines, or similar software preferred.
• Excellent analytical, organizational, and problem-solving abilities.
• Strong verbal and written communication skills with the ability to communicate sensitive or complex information effectively.
• Ability to manage multiple priorities, meet deadlines, and perform successfully in a fast-paced environment.
• Continuous improvement mindset focused on operational excellence, efficiency, and asset value enhancement.
• Commitment to delivering exceptional customer service and maintaining strong client relationships.
• Ability to exercise sound judgment, maintain confidentiality, and make informed business decisions.

WORK ENVIRONMENT

This position is based on-site at a Class A commercial office property and requires regular interaction with tenants, ownership representatives, vendors, contractors, and building staff. The Property Manager is expected to maintain a visible presence throughout the property, conduct frequent inspections, attend meetings, and be available to respond to critical building issues and emergencies as necessary. Occasional after-hours support may be required to address urgent operational matters or oversee special projects.