Property Manager

Job Overview

We are seeking a highly organized, relationship-driven Property Manager to oversee the day-to-day operations of our commercial real estate portfolio and to help shape the future of our residential and multifamily growth. Reporting to the President/CEO, you will be the central point of contact for tenants, vendors, and our maintenance team, ensuring our properties are well maintained, our tenants are well served, and our owners are kept informed.

Role & Responsibilities

Commercial Tenant Management

• Coordinate and provide lease space walkthroughs for prospective tenants.
• Manage advertising and marketing for available space.
• Lead lease negotiations (with significant oversight expected for the first few years).
• Draft leases for President/CEO approval.
• Prepare lease extensions for review and approval by President/CEO.
• Prepare lease increases for review and approval by CFO.
• Conduct final walkthroughs with the tenant and Maintenance Lead.
• Draft default notices.
• Own all day-to-day tenant relations, including inbound maintenance requests.
• Gather and confirm tenant certificates of insurance (COIs), including coverage limits and active status.
• Work with our Full Charge Bookkeeper to track CAM-related fees and vendors, and build annual CAM budgets based on prior-year costs and expected upcoming repairs.
• Oversee retail-center vendors to maintain a high standard at that property.
• Manage billboard tenants and lead lease negotiations.
• Provide tenant notices for any disruptions to their space (e.g., NIC SafetyFest, HVAC replacement, asphalt sealcoating parking lot closures).
• Take over the annual property tax reconciliation currently handled by our Full Charge Bookkeeper (with a training/transition period).
• Update President/CEO and CFO on tenant-related issues and tenant improvement (TI) requests as they arise.
• Prepare tenant/property specific updates for President/CEO to report on at Monthly Board Meetings.

Maintenance Oversight & Scheduling

• Serve as the intake point for all maintenance-related requests for residential and commercial properties, understanding that Owners may occasionally work directly with the individual technicians or the Maintenance Lead for certain tasks.
• Pass requests to the Maintenance Lead with a priority structure; the Maintenance Lead assigns technicians (including themselves) and retains full authority over how work gets done.
• Receive regular updates from the Maintenance Lead and translate them into clear, detailed updates for owners.
• Report and track all open work orders to the Maintenance Lead. The Maintenance Lead will make the determination whether a work order needs a vendor or can be handled internally.
• Stay informed on the Maintenance Lead's quarterly, semi-annual, and annual preventative maintenance schedule so the Property Manager understands the tasks on hand for any given day or week.
• Property Manager to work side-by-side with maintenance lead to schedule and prepare material for periodic safety meetings.
• Manage the oversight of repair-responsibility determinations
• Manage and Oversee the implementation of a work order management software for the company.

Contract Management

• Source, negotiate, and manage relationships with outside vendors and contractors — HVAC, roofing, landscaping, snow removal, fire systems, etc. — as well as administrative vendors.
• Maintain a master log of all active vendors and their scope of work, including snow removal terms and landscaping scope, to avoid coverage gaps.
• Track renewal deadlines across all vendor contracts to prevent lapses or unfavorable auto-renewals.
• Ensure all vendors carry appropriate insurance and licensing; collect and maintain vendor COIs.
• Manage larger capital projects — asphalt sealing, HVAC replacements, tenant improvements (e.g., demising walls) — from scope through completion.

Insurance Oversight

• Collect and maintain COIs for tenants and vendors.
• Manage incident and claims reporting (property/auto damage, liability claims, tenant injuries) with the company's carrier and agent.

Additional Responsibilities

• Oversee utility accounts for residential and commercial properties; monitoring for unusual spikes, billing errors, or services that should be cancelled.
• Serve as the main point of contact for after-hours property emergencies and coordinate the response with the Maintenance Lead.
• Ideally, bring prior multifamily property management experience, even though the company does not yet operate in that space.
• Assist with preparing the company for future multifamily development or acquisitions.
• Provide input on multifamily lease structures, rent-setting practices, resident screening, and staffing models.
• Over time, transition to Director/Officer roles on the Property Owners Associations that are managed by our office.

Qualifications

Requirements

• 5+ years of property management, leasing, or commercial real estate experience
• Working knowledge of commercial lease terms, including CAM charges, tenant improvements, lease extensions, and rent increases.
• Ability to draft leases, lease extensions, and default notices with accuracy and attention to detail.
• Experience sourcing, negotiating with, and managing vendors and contractors (HVAC, roofing, landscaping, snow removal, fire systems, etc.).
• Ability to track contract renewal deadlines, vendor scopes, and licensing and insurance documentation.
• Strong written and verbal communication skills, including the ability to turn technical maintenance updates into clear, concise reports for owners.
• Strong organizational skills, with the ability to prioritize competing demands, from routine requests to urgent issues.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and comfort learning new software, including work order management systems.
• Comfort with budgeting, including building annual CAM budgets from prior-year costs and anticipated repairs.
• Willingness to serve as the primary contact for after-hours property emergencies.
• Valid driver's license and reliable transportation for property visits and walkthroughs.

Preferred

• Prior multifamily property management experience, including lease structures, rent-setting, resident screening, and staffing models.
• Experience managing capital projects such as asphalt sealcoating, HVAC replacements, or tenant build-outs.
• Experience implementing or administering work order management software.
• Property management or real estate license or designation (e.g., CPM, CCIM, or state license).

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Work Location: In person