The Property Manager (PM) oversees a team of two staff members and is responsible for managing building operations and ensuring the property's fiscal and operational success. This role requires strong analytical skills, particularly in financial management and reporting, working closely with the accounting team.
Exceptional customer service and relationship management are essential as the PM collaborates with tenants and building staff to support tenant retention goals. A successful PM demonstrates strong leadership, teamwork, and accountability, fostering a high-performance environment that ensures operational excellence and tenant satisfaction. The Property Manager works closely with the Senior Real Estate Manager to align strategic goals and property performance.
Operations & Administration
- Supervise on-site teams to ensure efficient property management and operations
- Lead weekly staff and budget meetings with engineering and property management teams to align financial and operational goals
- Lead, mentor, and asses staff to foster a high-performance work environment.
- Support and facilitate tenant/building improvement & capital projects, ensuring lease compliance, timely completion, and revenue recognition
- Conduct regular inspections of exterior and common areas, oversee vendor performance, and manage contract compliance
- Monitor Commercial Café(work order system) weekly to ensure timely resolution of tenant work orders by Engineering
- Oversee bidding and performance of service contracts to maintain high-quality standards
- Maintain and update emergency plans, conduct staff training, drills, and coordinate with tenants on procedures
- Supporting and executing emergency responses with Property Management, Security, Insurance, and Accounting teams. Maintain incident records
- Manage third-party engineers and janitorial services to uphold operational excellence
- Work with security teams on access control, badging, executive protection, and investigations
- Oversee property website updates and coordinate tenant surveys for satisfaction insights
- Ensure accurate administrative records related to building operations and tenant activities
- Liaise with The Presidio Trust on all property-related matters
- Utilize DocuSign for property-related approvals and contracts
- Maintain updated tenant and vendor contact lists, including emergency contacts
- Oversee property furniture, fixtures, and equipment (FF&E) maintenance
- Engage in tenant events & industry functions to strengthen relationships and stay market-informed
- Coordinate with the property management team to oversee scheduled events, and services for the Theater, Dining Commons, and Private Dining Rooms, ensuring efficient event scheduling and collaborating with Janitorial, Security, and Skywalker hospitality group for after-hours or weekend events
Accounting
- Oversee lease administration, including rent adjustments, billing, credits, operating expense reconciliations, and LOC tracking to ensure lease compliance
- Monitor accounts receivable to ensure timely collections and process late fees/default notices as needed
- Coordinate tenant/sub-tenant moves and reconcile security deposits with Accounting
- Review financial reports, including Accruals, Forecasting, Tenancy Schedules, Aging, and Variances, ensuring accuracy
- Manage annual budget preparation, including vendor data collection, Yardi input, accruals, lease abstract review, re-forecasting, variance reporting, and stacking plan updates
- Review and approve vendor invoices within authority limits, resolving discrepancies and following up on outstanding payments
- Oversee sundry and tenant-related invoices for accuracy and approval
- Review CAM estimates, adjustments, and reconciliations, ensuring compliance with lease terms and maintaining accurate records
- Approve Tenant Improvement (TI) reimbursements and ensure accuracy in processing
Budget and Reporting
- Lead annual budget preparation with the property team, evaluating vendor bids for accuracy
- Assist with monthly forecasting and ensure readiness for review
- Analyze budget variances and recommend cost-effective adjustments with the CPM
- Monitor expenses, reconcile budget-to-actual variances, and align costs accordingly
- Review vendor work schedules for budgeting and reforecasting
- Obtain and verify vendor pricing for contracted and R&M items with the Chief Engineer and CPM
- Cross-check vendor proposals and contracts to ensure pricing accuracy
- Track OPEX budget monthly to ensure timely and cost-effective project completion
Leasing
- Support tenant renewals and vacant space marketing programs
- Supporting Senior Real Estate Manager with leasing tours, facilitating property showings with brokers, ensuring seamless access
- Ensure brokers and prospective tenants are registered through Envoy for property showings
- Conduct market research to analyze trends, benchmark competitors, and support data-driven strategies, with guidance and support from the SREM
- Update stacking plan monthly, ensuring accuracy and alignment with leasing activity
Vendor Relations
- Ensure vendor contract compliance, including service levels, terms, and standards
- Coordinate recurring services and projects, minimizing disruptions by managing notifications and logistics
- Coordinate with Legal to prepare vendor agreements that align with appropriate approval levels
- Conduct regular janitorial walkthroughs, tracking punch lists to resolve deficiencies promptly
- Collaborate with the Engineering team to schedule and oversee tenant work orders and preventative maintenance through the Work Order system
- Monitor vendor performance through monthly meetings, walkthroughs, and performance tracking, addressing service gaps proactively
- Enforce accountability for vendor adherence to schedules, scope of work, and service expectations
- Review and evaluate bids for maintenance and repair projects to secure cost-effective, high-quality solutions
- Manage purchase orders from initiation to completion, ensuring proper scope execution and accurate invoicing
- Verify service completion through site inspections, ensuring work meets quality standards and specifications
Tenant Relations
- Foster tenant relationships through regular communication, site visits
- Organize tenant events with the property management team to encourage community engagement
- Oversee property events like fire warden training, ensuring compliance and tenant participation
- Manage property signage, ensuring consistency and alignment with branding guidelines
- Supervise move-ins and move-outs, ensuring smooth transitions and clear communication
- Ensure tenant lease compliance, providing guidance and resolving issues and escalating issues as needed
- Promote sustainability by educating tenants on recycling programs and environmental responsibility
- Collaborate with the Senior Real Estate Manager to address tenant concerns promptly, ensuring satisfaction
- Collect tenant feedback through surveys to identify improvement areas and enhance the tenant experience.
- Encourage tenant interaction, fostering a collaborative and community-focused environment
- Resolve tenant issues effectively, maintaining positive relationships and retention
- Plan tenant events to foster loyalty, a positive building culture, and engagement
Insurance Compliance
- Ensure current Certificates of Insurance for all tenants and vendor contractors are maintained
- Investigate incidents such as accidents, vandalism, or property damage, reviewing and submitting reports to the Insurance Dept. Authorize repairs and mobilize vendors as needed
- Collaborate with the Engineering team to develop and maintain a Permit Compliance Calendar, ensuring up-to-date tracking of permits
Requirements
Education:
- 3-5 years of commercial real estate experience with increasing responsibilities with Class A properties
- California Real Estate License and RPA or CPM designations preferred.
Required Skills / Competencies:
- Ability to lead, motivate, and manage on-site property teams effectively to ensure smooth property operations
- Strong verbal and written communication for interacting with tenants, vendors, and stakeholders
- Maintain high tenant satisfaction and build positive, long-term relationships to enhance retention
- Proficiency in budgeting, financial reporting, and cost-effective solutions to ensure profitability
- Expertise in managing vendor contracts, ensuring compliance, and evaluating bids for services
- Strong analytical skills to resolve issues quickly and make informed decisions under pressure
- Ability to plan, oversee, and complete property improvement projects on time and within budget
- Familiarity with property management laws, regulations, and ensuring compliance with all legal requirements
- Ability to prioritize tasks, manage multiple projects, and maintain accurate records and schedules
- Strong negotiation skills to handle lease renewals, service contracts, and resolve tenant or vendor disputes
Technical Skills:
- Highly proficient in Microsoft Excel, Word, and Outlook, Yardi, and other commercial real estate software programs
Benefits
Compensation: $105-125k
Benefits: Health Insurance, Vision Insurance, Dental Insurance, 401k, PTO
