Property Manager

Harborview Place & Village Landing

Position Summary

The Property Manager is responsible for the overall management and day-to-day operations of Harborview Place and Village Landing, both commercial properties. This position oversees building maintenance, repairs, capital projects, vendor relationships, lease administration, and tenant relations to ensure the properties are safe, functional, well-maintained, and professionally operated.

The Property Manager serves as the primary point of contact for commercial tenants regarding building operations and property-related matters. This position coordinates with ownership, tenants, contractors, vendors, and internal teams to address maintenance needs, manage projects, resolve issues, and support the successful operation of the properties.

Essential Responsibilities

Commercial Property Operations

• Oversee the day-to-day operations and physical condition of both commercial properties.
• Directly supervise and manage maintenance staff responsible for the properties, including assigning work, establishing priorities, monitoring performance, and ensuring maintenance needs are addressed in a timely manner. 
• Ensure common areas, building systems, exterior areas, and shared facilities are properly maintained.
• Coordinate routine, preventative, and emergency maintenance and repairs.
• Respond to tenant maintenance requests and ensure issues are addressed in a timely and professional manner.
• Identify building maintenance needs and recommend repairs, replacements, and improvements.
• Coordinate HVAC, plumbing, electrical, carpentry, painting, landscaping, snow removal, and other building services.
• Conduct regular property inspections to identify maintenance, safety, or operational concerns.
• Maintain records of inspections, repairs, service calls, warranties, and other property-related documentation.
• Help ensure properties are operated in compliance with applicable building, fire, safety, and other regulatory requirements.

Commercial Tenant Relations

• Serve as the primary property contact for commercial tenants.
• Establish and maintain positive, professional relationships with tenants and their businesses.
• Respond to tenant questions, concerns, maintenance requests, and property-related issues.
• Communicate with tenants regarding repairs, inspections, building projects, access requirements, and planned disruptions.
• Coordinate access to tenant spaces for contractors, vendors, inspections, and repairs.
• Address tenant concerns and work toward timely, practical resolutions.
• Maintain professional communication with tenants while balancing individual tenant needs with overall property operations.
• Monitor and respond to urgent property matters and building emergencies outside of normal business hours, including severe weather events, snow and ice conditions, flooding, utility interruptions, HVAC failures, and other issues that may impact the properties or commercial tenants.
• Coordinate with maintenance personnel, contractors, snow removal providers, emergency services, and other vendors as necessary to address urgent property issues and minimize disruption to tenants and property operations.
• Maintain reasonable availability during significant weather events, emergencies, and other situations requiring property management attention.

Lease Administration

• Maintain organized and accurate records of commercial leases, amendments, tenant information, and related documents.
• Monitor lease requirements and coordinate with ownership and tenants regarding property-related responsibilities and obligations.
• Assist with lease renewals, amendments, tenant transitions, and other lease-related matters.
• Track tenant and landlord responsibilities for repairs, maintenance, utilities, improvements, and other property obligations.
• Coordinate with ownership and appropriate professionals regarding lease-related questions or issues.

Capital Projects & Improvements

• Coordinate building repairs, renovations, tenant improvements, and capital projects from planning through completion.
• Obtain and review contractor estimates and proposals.
• Coordinate project schedules with tenants, contractors, and vendors.
• Monitor project progress, quality, timelines, and costs.
• Coordinate contractor access and minimize disruption to commercial tenants and their businesses.
• Identify opportunities to improve the appearance, functionality, efficiency, and value of the properties.
• Communicate project status, anticipated costs, delays, and issues to ownership.

Vendor & Contractor Management

• Develop and maintain relationships with contractors, service providers, and vendors.
• Obtain bids and proposals for maintenance, repairs, and improvement projects as appropriate.
• Schedule and oversee vendor and contractor work.
• Ensure contractors complete work safely, properly, and according to agreed-upon specifications.
• Review completed work and coordinate follow-up or corrective work when necessary.
• Maintain records of vendor agreements, insurance documentation, warranties, and service contracts.

Financial & Administrative Management

• Assist with preparation and monitoring of property operating and maintenance budgets.
• Review invoices and verify that services and work have been completed appropriately.
• Monitor maintenance, repair, and project expenses.
• Track project costs and communicate budget concerns or unexpected expenses to ownership.
• Maintain accurate property records and documentation.
• Provide regular updates to ownership regarding property conditions, tenant concerns, significant repairs, projects, and upcoming needs.

Qualifications

• 3+ years of experience in commercial property management, facilities management, building operations, construction/project management, or a related field preferred.
• Experience managing commercial properties and working directly with business tenants is preferred.
• Strong understanding of building maintenance, repairs, and commercial property operations.
• Experience coordinating contractors, vendors, and capital improvement projects.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Ability to manage multiple properties, projects, tenants, and priorities simultaneously.
• Proficiency with Microsoft Office and other property management or administrative systems.
• Valid driver's license and reliable transportation preferred.

Availability:

• This position may require availability outside of normal business hours, including evenings, weekends, holidays, and during significant weather events or property emergencies.
• Must be able to respond to urgent property matters and coordinate appropriate resources when necessary.

Core Competencies

• Commercial Property Management – Effectively manages the physical, operational, and administrative needs of commercial properties.
• Tenant Relations – Maintains strong professional relationships with business tenants and responds effectively to their needs.
• Project Management – Coordinates repairs, improvements, and capital projects from planning through completion.
• Vendor Management – Effectively manages contractors, service providers, estimates, schedules, and completed work.
• Organization & Follow-Through – Maintains accurate records and ensures property issues, projects, and commitments are addressed timely.