Property Manager

Description

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 and finance 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 and 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 assess staff to foster a high-performance work environment. 
• Maintain awareness of tenant improvement and capital projects to support lease compliance and operational readiness, ensuring tenants are established in Yardi, and billing is initiated in accordance with lease commencement dates to support timely revenue recognition.
• Lead building and landscaping inspections with the property management team, ensuring vendor performance, site conditions, and services align with contractual obligations and property standards..
• Oversee the monitoring of Yardi Facility Manager software with the property management team to ensure tenant work orders are addressed and resolved by site-appointed vendors in a timely manner.
• Oversee bidding and performance of service contracts to maintain high-quality standards.
• Maintain and update emergency response plans, coordinate building fire drills with tenants and key stakeholders, and ensure staff are trained on emergency procedures.
• Coordinate and support emergency response activities with Property Management, Security, Insurance, and Finance teams, ensuring incidents are promptly reported to the Insurance department with all relevant documentation and accurate incident records are maintained.
• Manage third-party engineers, landscaper, and janitorial services to uphold operational excellence.
• Coordinate with the Security team on access control, badging, executive protection (where applicable), and incident or security-related investigations.
• Oversee property website updates and coordinate tenant surveys for satisfaction insights.
• Liaise with The Presidio Trust on all property-related matters.
• Process and oversee leasing documents and operating expense approvals through DocuSign.
• Oversee the accuracy and currency of tenant and vendor contact lists, including emergency contacts.
• Oversee property furniture, fixtures, and equipment (FF&E) maintenance.
• 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 all events, after-hours, or on weekends.

Accounting

• Oversee lease administration in Yardi, 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 or default notices as required with Accounting.
• Coordinate tenant and sub-tenant moves and ensure security deposits are reconciled with Accounting.
• Review financial reports, including accruals, forecasts, tenancy schedules, aging reports, and variance analyses.
• Review and approve vendor proposals and purchase orders, as well as vendor, tenant-related and sundry invoices within authority limits, ensuring accuracy, resolving discrepancies.
• Review CAM estimates, adjustments, and reconciliations, ensuring compliance with lease terms and accurate financial reporting.
• Review and approve Tenant Improvement (TI) reimbursements, ensuring accurate processing and compliance with lease provisions.

Budget and Reporting

• Lead the annual budget process with the property team, evaluating vendor bids for accuracy, including vendor data collection, Yardi input, accruals, lease abstract review, re-forecasting, variance reporting, and stacking plan updates.
• Assist with monthly accruals and forecasting and ensure readiness for review.
• Analyze budget variances and recommend cost-effective adjustments with the SREM.
• 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 SREM.
• 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 initiatives in coordination with the SREM.
• Assist the Senior Real Estate Manager with leasing tours and conduct property showings where applicable, coordinating with brokers and ensuring seamless access to the property.
• Ensure vacant suites and common areas remain tour-ready and maintained to market standards in coordination with Engineering and vendors.
• Conduct market research to analyze trends, benchmark competitors, and support leasing strategies in coordination with the SREM.
• Maintain and update the stacking plan monthly, ensuring accuracy and alignment with current leasing activity.

Vendor Relations

• Ensure vendor contract compliance, including service levels, contractual terms, and property standards.
• Coordinate recurring services and operational projects, managing notifications and logistics to minimize disruption to tenants.
• Coordinate with Contract Administrator to prepare contractual vendor agreements that align with appropriate approval levels.
• Conduct regular janitorial walkthroughs and landscaping inspections, tracking punch lists in Yardi Facility Manager and ensuring deficiencies are resolved promptly. 
• Coordinate with the Tenant Services and Engineering team to schedule and oversee tenant work orders and preventative maintenance through the Work Order system.
• Monitor vendor performance through regular meetings, site inspections, and performance tracking, addressing service gaps proactively.
• Review and evaluate bids for maintenance and repair projects to secure cost-effective, high-quality solutions.
• Manage purchase orders from initiation through completion, ensuring work aligns with approved scope and invoicing is accurate.
• Verify service and repair completion through site inspections, ensuring work meets quality standards and specifications.

Tenant Relations

• Foster strong tenant relationships through regular communication, site visits and proactive engagement.
• Lead and coordinate tenant events with the property management team to encourage community engagement and interaction.
• Coordinate property-related events like fire warden training, ensuring compliance and tenant participation.
• Oversee property signage, ensuring consistency and alignment with campus branding guidelines.
• Oversee tenant move-ins and move-outs, ensuring smooth transitions and clear communication with all stakeholders.
• Monitor tenant lease compliance, providing guidance, resolving issues, and escalating matters when necessary.
• Promote sustainability by educating tenants on recycling programs and environmental best practices.
• Collaborate with the SREM to address tenant concerns promptly and maintain tenant satisfaction.
• Gather tenant feedback through surveys and other engagement tools to identify improvement opportunities and enhance the tenant experience. 

Insurance Compliance

• Ensure current Certificates of Insurance for all tenants and vendor contractors are maintained and compliant with lease and contractual requirements.
• Investigate incidents such as accidents, vandalism, or property damage, ensuring incident reports are completed and submitted to the Insurance Department, and coordinate repairs and vendor mobilization as needed.
• Collaborate with the Engineering team to maintain a permit compliance calendar, ensuring permits are tracked and kept current.

Perform other duties and special projects as assigned. 

Requirements

 Education:

• 5 - 8 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:

• Medical/Dental/Vision with Generous Cost Sharing
• Employer-Paid Life Insurance and Long-Term Disability Policy
• Flexible Spending Account
• Aflac short-term disability options
• 401 (k) with Company Match
• Family Care with Urbansitter membership
• Generous PTO Policy
• Education/Tuition Reimbursement
• Yearly Performance Review
• Discretionary Bonus Opportunities
• Coaching programs