What are the responsibilities and job description for the Property Manager position at Altera Development?
Introduction: Altera Development Company is a diversified commercial real estate firm focused primarily on investing in medical and healthcare-related real estate assets as an advisor, sponsor, and general partner.
Summary: The Property Manager is responsible for the overall management of medical commercial properties. This includes maintaining high occupancy levels, ensuring tenant satisfaction, overseeing maintenance operations, and managing financial performance to meet ownership objectives.
Responsibilities:
Operations & Facility Management
- Oversee day-to-day operations of five medical office buildings, ensuring high performance and tenant satisfaction.
- Coordinate and manage maintenance, repairs, janitorial, and landscaping services.
- Ensure compliance with all safety, health, and accessibility codes, including HIPAA, OSHA, and ADA standards.
Tenant Relations
- Act as the primary contact for tenants, handling service requests, lease issues, and relationship management.
- Coordinate tenant move-ins, move-outs, and build-outs with a focus on medical-use requirements.
- Conduct regular property and tenant walkthroughs to proactively identify needs and resolve concerns.
Financial Management
- Prepare, manage, and track annual operating and capital budgets for the portfolio.
- Analyze monthly financial statements and provide ownership with variance reports and forecasting updates.
- Monitor rent collections and assist with lease compliance and delinquency resolution.
Accounts Payable & Expense Management
- Review and process all vendor invoices related to property operations.
- Ensure timely and accurate coding of invoices in accordance with budget categories.
- Work closely with the accounting team to reconcile expenses and ensure all costs are properly captured and allocated.
- Maintain organized records of all payables, including contracts, W-9s, and supporting documentation.
- Proactively identify and address discrepancies or unusual charges.
Vendor Management
- Source, vet, and manage third-party vendors for maintenance, security, janitorial, and capital improvement services.
- Negotiate service agreements and monitor vendor performance for quality and cost-effectiveness.
- Ensure all vendors comply with insurance and licensing requirements.
Capital Projects
- Plan, budget, and manage capital improvement projects, including infrastructure upgrades and tenant improvements.
- Track project milestones, timelines, and expenditures; communicate progress to ownership.
Communication & Reporting
- Participate in weekly calls with the leasing and operations teams to align on vacancies, tenant needs, capital plans, and active issues.
- Prepare and distribute monthly executive summaries highlighting operational performance, financials, tenant updates, and upcoming priorities.
- Maintain regular communication with ownership and senior leadership, providing timely updates and recommendations.
Compliance & Documentation
- Maintain accurate property files and documentation.
- Ensure all buildings adhere to local, state, and federal regulations.
- Support inspections, audits, and certifications as needed.
Other Duties as Assigned
- Although you are employed as Property Manager, you may be required to perform other reasonable duties from time to time as the Company may require.
Requirements:
- Proficiency in property management software ().
- Strong leadership, communication, and organizational skills.
- Ability to manage multiple priorities in a fast-paced environment.
Education and/or Experience:
- Bachelor’s degree in Business, Real Estate, or related field preferred.
- 3–5 years of experience in property management or real estate operations.
Physical Demand:
- Ability to walk properties, including stairwells, rooftops, and grounds.
- Frequent standing, walking, bending, and climbing stairs or ladders.
- Occasionally lift or move items up to 25 pounds.
- Visual acuity to read documents and perform inspections.
- Ability to hear and respond to tenants, vendors, and alarms.
- Exposure to indoor and outdoor environments in various weather conditions.