SUMMARY
The Senior Property Manager is responsible for the day-to-day management and operation of the company’s commercial properties and tenant relationships. Reporting directly to the President, the Senior Property Manager directs property operations, financial performance, leasing administration, vendor management, and tenant service across the portfolio, with the goal of protecting and enhancing asset value and maximizing net operating income.
The Senior Property Manager supervises one Assistant Property Manager (APM). The APM is assigned a subset of properties to manage directly; the Senior Property Manager retains overall accountability for those properties and is responsible for overseeing, reviewing, and approving the APM’s work product before it is finalized or released to tenants, accounting, or ownership.
ESSENTIAL FUNCTIONS
Property Operations
- Direct the day-to-day operation of all assigned commercial properties, ensuring buildings are safe, well maintained, and operated in accordance with lease obligations, company policy, and applicable codes.
- Conduct regular site inspections of all properties, including periodic inspections of APM-managed properties, and ensure deficiencies are documented and corrected.
- Oversee the work order system for the portfolio; monitor response times, completion, and recurring issues, including work orders handled by the APM.
- Prepare and manage preventive maintenance programs and building systems schedules (HVAC, roofing, life safety, elevators, parking lots, landscaping, snow removal).
- Solicit, negotiate, and administer service contracts; maintain current contracts for all properties and evaluate vendor performance.
- Plan, bid, and oversee capital projects and tenant improvement work in coordination with the President, contractors, and tenants.
- Serve as the primary point of escalation for emergencies and ensure the organization is available to respond at all times.
Tenant Relations and Lease Administration
- Serve as the primary relationship manager for tenants; respond to tenant needs promptly and professionally and promote tenant retention.
- Administer lease compliance across the portfolio, including enforcement of lease terms, use clauses, insurance requirements, and default procedures.
- Review and approve lease abstracts, estoppel certificates, and default letters prepared by the APM before release.
- Coordinate tenant move-ins and move-outs, commencement date documentation, and "What’s Happening" notices for openings, closings, and moves.
- Track lease expirations, renewal options, and scheduled rent increases; ensure rental increases are implemented accurately and on time with accounting.
- Support the President and leasing brokers on new leases, renewals, and expansions by providing property information, tenant history, and market feedback.
Financial Management and Reporting
- Prepare annual operating budgets and capital budgets for each property for review and approval by the President.
- Monitor monthly financial performance against budget; investigate and explain material variances.
- Oversee rent collection and delinquency management; lead negotiations with severely delinquent tenants and recommend legal action when appropriate.
- Direct the preparation of annual common area maintenance (CAM), tax, and insurance reconciliations in conjunction with the property accountant; review and approve all reconciliations before they are sent to tenants.
- Approve vendor invoices and coding for the portfolio, including invoices coded by the APM.
- Prepare and deliver monthly and quarterly property reports to the President and ownership, including occupancy, collections, operations, and capital project status.
- Support ownership reporting and compliance requirements related to the portfolio’s investment structures as directed by the President.
Supervision and Oversight of the Assistant Property Manager
- Assign the APM’s property responsibilities and set clear expectations, priorities, and deadlines.
- Review and double-check the APM’s work on APM-managed properties, including reconciliations, tenant account adjustments, default letters, lease abstracts, estoppels, invoice coding, monthly report components, and work order follow-through.
- Hold regular check-ins with the APM to review property status, open issues, and upcoming deadlines.
- Train, coach, and develop the APM; provide ongoing feedback, conduct performance evaluations, and address performance issues in partnership with the President.
- Ensure consistent policies, procedures, and documentation standards are followed across all properties, whether managed directly or by the APM.
Compliance, Risk, and Records
- Ensure current certificates of insurance are on file for all tenants and contractors and that coverage meets lease and contract requirements.
- Maintain current tenant and contractor lists, property files, and records of real estate licenses so they are available for ready reference.
- Identify and manage property risks, including life safety, environmental, ADA, and liability exposures; coordinate insurance claims as needed.
- Develop and maintain written policies and procedures for property operations and recommend improvements that enhance efficiency and income.
Competencies
- Strong leadership with the ability to delegate effectively while maintaining accountability for results.
- Extremely detail oriented and organized, with a disciplined approach to reviewing the work of others.
- Solid understanding of commercial lease structures (NNN, modified gross, full service) and CAM reconciliation methods.
- Sound knowledge of property accounting, budgeting, and financial reporting; able to read and analyze operating statements.
- Working knowledge of building systems, maintenance practices, and construction project management.
- Able to work independently with minimal oversight and exercise sound judgment in prioritizing a continuing flow of major and minor issues.
- Effective negotiator who is diplomatic, professional, and pleasantly uncompromising on matters of established policy.
- Clear and responsive communicator with tenants, vendors, staff, ownership, and the President.
- Adaptable to change and committed to improvements that increase the efficiency and productivity of the management operation.
- Integrity, honesty, and capability are essential.
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time, with or without notice, at the direction of the President.
Supervisory Responsibility
Directly supervises Assistant Property Manager. Responsible for assigning work, reviewing and approving work product, training, and performance management. Also directs the work of vendors, contractors, and maintenance personnel serving the portfolio.
Required Education and Experience
- Bachelor’s degree in Business, Finance, Real Estate, or a related field, or equivalent work experience.
- Minimum of five (5) years of commercial property management experience, including at least two (2) years in a Property Manager role.
- Demonstrated experience preparing budgets and CAM reconciliations and managing a multi-property commercial portfolio.
- Experience supervising or mentoring property management staff.
- Proficiency with property management software (e.g., Yardi, MRI, or similar) and Microsoft Office, particularly Excel.
Preferred Education and Experience
- CPM (Certified Property Manager), RPA (Real Property Administrator), or CCIM designation, or actively pursuing one.
- Utah real estate license.
- Experience with office, flex, industrial, or R&D/business park properties.
- Familiarity with ownership reporting for investment fund structures.
Compensation
The salary range for this position is $85,000 - 105,000 annually depending on experience.
Work Environment and Physical Demands
This position works primarily in an office setting with regular time spent at properties, including walking building interiors, roofs, parking areas, and exteriors in varying weather conditions. Must be able to respond to after-hours emergencies as needed. A valid driver’s license and reliable transportation are required.
This is a full time, on-site position, with one remote day per week.
