Property Manager

Position Summary:

The Property Manager is responsible for the effective operation, financial performance, physical condition, and tenant satisfaction of an assigned portfolio of commercial properties. Working collaboratively with St. John Properties personnel, tenants, contractors, vendors, and the public, the Property Manager builds and protects asset value through proactive property oversight, strong tenant relationships, sound financial management, and consistent enforcement of lease obligations. The role requires a thorough understanding of each property, its tenants, and applicable landlord and tenant responsibilities. The Property Manager must be available to respond to property emergencies 24 hours a day, seven days a week, as required. 

Key Responsibilities:

Tenant Relations, Satisfaction, and Retention

• Maintain regular, proactive communication with tenants to build strong working relationships, address concerns, and support tenant retention. 
• Conduct at least two tenant visits per calendar year for each tenant: one between January 1 and June 30 and one between July 1 and December 31. 
• Visit new tenants and tenants who renew their leases within one week of their move-in or renewal date. 
• Meet with tenants whose leases are due to expire approximately six months before expiration to identify and address outstanding concerns ahead of renewal discussions. 
• Respond to tenant concerns and complaints promptly, acknowledging each issue within one hour and responding no later than three hours after receiving the call or contact. Follow through to resolution and confirm tenant satisfaction. 
• Escalate tenant concerns to the Assistant Vice President of Property Management when appropriate. 
• Maintain awareness of tenant maintenance requests submitted to Maintenance Coordinators. 
• Prepare and distribute tenant correspondence, notices, and memoranda as needed to communicate property information, confirm actions, and document follow-up.

Financial Management, Revenue, and Expenses

• Prepare and submit annual operating expense budgets each fall. Solicit contractor pricing for the upcoming year by September 30, obtaining a minimum of three bids from service contractors to ensure competitive pricing. 
• Review property expenditures monthly and manage each property within its approved budget and scheduled expenditures. 
• Review budget variances quarterly with the Assistant Vice President of Property Management, Property Management Accounting Manager, Senior Vice President of Property Management, and other appropriate members of the management team. 
• Solicit bids, negotiate, and oversee service contracts to secure reliable service, competitive pricing, and appropriate quality standards. 
• Review and approve invoices and purchase orders, facilitate timely vendor and contractor payments, and investigate and resolve invoice discrepancies. 
• Review utility invoices and tracking spreadsheets for accuracy, anomalies, and trends. 
• Partner with Property Administrators and the Property Management Accounting Manager to ensure accurate tenant billing for common area maintenance (CAM), taxes, insurance, and other applicable services. 
• Work with Property Administrators to monitor tenant payment activity and review outstanding balances, supporting rent collection, timely collection efforts, and enforcement of lease obligations. Meet with them every two weeks to review accounts receivable aging reports and discuss collection priorities.

Building Operations, Maintenance, and Asset Value

• Identify, evaluate, and implement capital and operating projects in accordance with property needs and approved budgets. 
• Obtain scopes, specifications, and proposals for minor and major improvements, and recommend projects that enhance asset value through expense reduction, improved operations, or increased income. 
• Complete semiannual building evaluations for each property, document findings, and work with the Assistant Vice President of Property Management to assess issues, opportunities, and value-enhancement initiatives. 
• Conduct monthly housekeeping, safety, security, and property inspections to help ensure buildings and grounds are clean, adequately lit, and safe for tenants and visitors. 
• Prepare incident reports and insurance claim documentation as needed and submit required materials to the appropriate internal personnel and insurance adjusters. 
• Inspect all vacant spaces monthly to ensure they are clean, presentable, and ready to show to prospective tenants.

Vacancy and Leasing Support

• Within 48 hours after a tenant vacates, inspect the space, complete a vacancy report, and initiate the steps necessary to prepare the space for leasing. 
• Ensure all move-out work is completed timely and in a workmanlike manner, including any reconciliation and reimbursement within 45 days of tenant’s vacate date. 
• Teamwork and Internal Coordination
• Work collaboratively with Property Administrators, Property Management Accounting Manager, Maintenance Coordinators, Maintenance Techs, Building Engineers and other St. John Properties personnel (as needed) to maintain awareness of tenant, maintenance, operational, and financial matters. 
• Communicate effectively across departments including Interior Construction, Leasing, and Shell Construction Teams to coordinate property needs and support timely issue resolution. 

Role Scope and Accountability

The Property Manager is accountable for the day-to-day oversight and overall performance of the properties within their assigned portfolio. Success in this role requires sound judgment, initiative, effective communication, attention to detail, and the ability to work collaboratively with colleagues across St. John Properties. 

Qualifications and Skills:

Regular attendance both in-office and at assigned properties is an essential function of the position. 

This job description is intended to describe the general nature and level of work performed in this position. It is not an exhaustive list of all duties and responsibilities and may be revised periodically to meet business needs.