Property Manager

We are seeking a hands-on, organized, and highly communicative Commercial Property Manager to oversee the day-to-day operations of a portfolio of commercial office properties. The Property Manager will serve as a primary point of contact between ownership, tenants, building staff, vendors, contractors, and other third parties. They must be able to travel throughout New Jersey and into suburban Philadelphia.

The ideal candidate is comfortable balancing building operations, tenant relations, vendor management, lease administration, and property-level financial responsibilities.

Duties & Responsibilities

1. Property Operations & Inspections
   Regularly inspect commercial office properties to ensure buildings, common areas, grounds, building systems, and equipment are maintained in good condition and meet ownership standards.
2. Tenant Relations & Lease Compliance
   Serve as a primary point of contact for tenants, respond to questions and concerns professionally, resolve issues when possible, and monitor tenant compliance with lease requirements, building rules, insurance requirements, and other obligations.
3. Repairs & Maintenance Oversight
   Coordinate and oversee repairs, preventative maintenance, and service requests with building superintendents, engineers, contractors, and vendors. Follow up to confirm work has been completed properly and tenant concerns have been resolved.
4. Lease Administration & Rent Roll Management
   Maintain accurate lease abstracts and property records, track important lease dates and obligations, and update monthly rent rolls to ensure tenants are being charged the correct base rent, CAM, utilities, and other amounts required under their leases.
5. Property Improvements & Special Projects
   Work with ownership and management on improvements to common areas, building amenities, landscaping, furnishings, operational procedures, and other projects intended to improve the appearance and functionality of the properties.
6. Accounts Payable & Expense Management
   Review and process property-related invoices, confirm that billed work or services have been satisfactorily completed, maintain accurate supporting documentation, and ensure vendors and property expenses are paid in a timely manner.
7. Property Accounting & Reconciliation
   Assist with property-level accounting responsibilities, including monthly bank reconciliations, reviewing income and expenses, maintaining accurate financial records, and assisting with operating budgets and expense reconciliations.
8. Vendor & Contract Management
   Manage relationships with service providers and contractors, obtain and compare proposals, review scopes of work and service agreements, coordinate access and scheduling, and monitor vendor performance.
9. Lender, Ownership & Property Documentation
   Maintain organized property records and provide required documentation to ownership, lenders, attorneys, brokers, and other parties, including estoppel certificates, SNDAs, certificates of occupancy, environmental reports, corporate documents, leases, rent rolls, and financial information.
10. Leasing, Move-Ins & Move-Outs
    Assist with tenant move-ins and move-outs, property tours when necessary, lease setup within property management software, security deposit administration, and coordination with leasing brokers and ownership.
11. Building Systems & Regulatory Compliance
    Monitor the condition and required inspections of major building systems and equipment, including HVAC, electrical, plumbing, elevators, fire/life-safety systems, and other building infrastructure. Maintain required permits, inspection certificates, and regulatory documentation.

Qualities of a Successful Candidate

• Strong organizational and time-management skills, with the ability to manage multiple properties, tenants, vendors, and ongoing issues simultaneously.
• Excellent written and verbal communication skills and the ability to communicate effectively with tenants, vendors, building staff, and management.
• Strong interpersonal and conflict-resolution skills, including the ability to professionally handle tenant concerns and complaints.
• Proactive and hands-on, with the ability to identify property issues, determine appropriate next steps, and follow through until they are resolved.
• Strong attention to detail, particularly when reviewing leases, invoices, rent charges, contracts, and property records.
• Bilingual English/Spanish preferred.