Assistant Property Manager

Property & Facilities Manager

Job Summary

The Property & Facilities Manager is responsible for overseeing the day-to-day management, maintenance, vendor coordination, repair tracking, invoicing, and operational readiness of the company’s residential, commercial, renovation, and business-use properties. This role serves as the central point of coordination between ownership, business operators, maintenance personnel, vendors, tenants/occupants, and internal departments.

This position requires a highly organized, hands-on manager who can balance property care, facilities support, project coordination, team leadership, vendor management, and accurate billing across multiple businesses and locations. The ideal candidate is proactive, detail-oriented, comfortable managing competing priorities, and able to create clear systems for work orders, maintenance requests, vendor follow-up, project status, and intercompany invoicing.

Essential Duties and Responsibilities

Property and Facilities Oversight

● Oversee the maintenance, repair, condition, and readiness of multiple residential, commercial, renovation, and business-use properties.

● Conduct regular property walkthroughs and inspections to identify repair needs, safety concerns, deferred maintenance, cleanliness issues, and operational risks.

● Coordinate repairs, renovations, maintenance projects, and property improvements from initial request through completion.

● Ensure properties are maintained in a safe, functional, professional, and business-appropriate condition.

● Track the status of occupied, vacant, under-renovation, and business-use properties.

● Work with leadership to prioritize maintenance needs based on urgency, safety, business impact, budget, and long-term property value.

● Maintain organized records of property conditions, repairs, inspections, vendor work, invoices, and completed projects.

Maintenance Team Leadership

● Directly oversee the internal maintenance team, including five team members and three manager-level employees.

● Assign work orders, projects, and daily priorities to the appropriate team members.

● Monitor work quality, completion timelines, productivity, professionalism, and follow-through.

● Ensure maintenance team members understand expectations, safety requirements, communication standards, and documentation requirements.

● Hold team members accountable for timely completion of assigned work.

● Identify staffing, training, performance, or workflow issues and escalate concerns appropriately.

● Build structure and consistency within the maintenance department so that work is tracked, prioritized, and completed efficiently.

Vendor Management

● Source, screen, and coordinate outside vendors for specialized work, including electrical, plumbing, HVAC, construction, renovation, cleaning, landscaping, and other property-related needs.

● Obtain bids, compare pricing, review scopes of work, and make vendor recommendations to leadership.

● Schedule vendor work and ensure vendors have appropriate access, instructions, and expectations.

● Monitor vendor performance, work quality, timelines, pricing, and professionalism.

● Maintain vendor contact lists, insurance documentation when applicable, estimates, contracts, invoices, and completed work records.

● Follow up with vendors to ensure work is completed properly and outstanding issues are resolved.

Work Orders, Project Tracking, and Communication

● Receive, review, prioritize, assign, and track maintenance and facilities requests across all properties and businesses.

● Create clear systems for documenting work requests, approvals, progress updates, completion notes, photos, vendor involvement, and costs.

● Communicate regularly with business operators, department leaders, tenants/occupants, vendors, and ownership regarding project timelines and repair status.

● Provide leadership with regular updates on open projects, urgent concerns, completed work, vendor issues, and budget-impacting repairs.

● Ensure urgent safety, security, plumbing, electrical, HVAC, or operational issues are escalated quickly and handled appropriately.

Invoicing, Billing, and Administrative Oversight

● Track work performed by the maintenance team for the various businesses and properties supported by the department.

● Prepare, review, or coordinate intercompany invoicing for maintenance labor, materials, vendor costs, repairs, and property-related services.

● Ensure invoices are accurate, properly coded, supported by documentation, and submitted in a timely manner.

● Maintain records of labor, materials, receipts, vendor invoices, and project-related expenses.

● Work with accounting, finance, and leadership to resolve billing questions, missing documentation, coding issues, or cost allocation concerns.

● Support budget tracking by identifying recurring costs, major repair needs, and upcoming capital improvement concerns.

Compliance, Safety, and Risk Management

● Monitor properties for safety hazards, maintenance risks, access issues, cleanliness concerns, and potential liability exposure.

● Ensure repairs and vendor work are completed in accordance with applicable laws, codes, company standards, and safety expectations.

● Coordinate with licensed professionals for work requiring specialized trade knowledge or certification.

● Ensure the maintenance team follows safe work practices and uses appropriate equipment, tools, and protective measures.

● Escalate serious property concerns, tenant/occupant issues, code concerns, or operational risks to leadership promptly.

Renovation and Special Project Support

● Help coordinate property renovation projects, tenant improvements, repairs, remodels, buildouts, and facility changes.

● Assist with project scopes, vendor bids, scheduling, budget awareness, materials coordination, and completion tracking.

● Work with leadership to understand project priorities and ensure work is aligned with business needs.

● Track project milestones and communicate delays, cost changes, or scope concerns as they arise.

Required Qualifications

● Minimum of 3–5 years of experience in property management, facilities management, maintenance coordination, construction coordination, or a related field.

● Prior experience managing maintenance staff, vendors, contractors, or property-related projects.

● Strong understanding of general building maintenance, repairs, vendor coordination, and facilities operations.

● Experience coordinating work across multiple properties or business locations preferred.

● Ability to manage competing priorities, urgent repair needs, and long-term projects at the same time.

● Strong organizational, follow-up, documentation, and communication skills.

● Ability to read, compare, and evaluate vendor estimates, invoices, scopes of work, and project updates.

● Comfortable using work order systems, spreadsheets, email, shared drives, or other tracking tools.

● Valid driver’s license and ability to travel between company properties as needed.

Preferred Qualifications

● Experience managing mixed-use portfolios, including residential, commercial, vacant, renovation, and business-use properties.

● Experience with intercompany billing, cost allocation, invoice review, or property-related expense tracking.

● Experience overseeing small construction, renovation, or tenant improvement projects.

● Familiarity with basic landlord/tenant issues, vendor insurance requirements, building systems, property inspections, and facilities compliance.

● Property management, facilities management, real estate, construction management, or project management certification preferred.

● IFMA, IREM, BOMA, CAM, CPM, FMP, CFM, or similar industry training/certification preferred but not required.

Knowledge, Skills, and Abilities

● Strong leadership and team management skills.

● Ability to create structure, accountability, and follow-through within a maintenance team.

● Practical knowledge of property maintenance, building systems, repairs, and vendor coordination.

● Strong judgment in determining urgency, safety risk, cost impact, and operational priority.

● Ability to communicate professionally with leadership, employees, tenants, vendors, and business operators.

● Strong documentation habits and attention to detail.

● Ability to manage budgets, invoices, estimates, receipts, and repair records accurately.

● Comfortable working in a fast-paced environment with changing priorities.

● Able to be firm, fair, and clear when setting expectations with team members and vendors.

● High level of ownership, reliability, discretion, and professionalism.

Physical and Work Environment Requirements

● Ability to travel between properties and business locations as needed.

● Ability to walk properties, inspect rooms, access mechanical areas, and review work areas.

● Ability to occasionally lift, carry, bend, climb stairs, or access work sites as needed to inspect or coordinate maintenance concerns.

● May be required to respond to urgent property or facilities issues outside of normal business hours.

● Work may include office settings, commercial facilities, residential properties, renovation sites, and active business locations.

Success in This Role Looks Like

● Maintenance requests are tracked, prioritized, and completed in a timely manner.

● Properties are safe, functional, clean, and appropriately maintained.

● Vendors are sourced, scheduled, monitored, and held accountable.

● Maintenance team members have clear direction and measurable expectations.

● Leadership has visibility into open projects, costs, risks, and completed work.

● Invoices are accurate, supported, and submitted timely.

● Renovation and repair projects move forward with less confusion and fewer dropped details.

● Business operators know who to contact and receive clear communication about property and facilities issues.

Equal Employment Opportunity Statement

The company is an equal opportunity employer and considers all qualified applicants without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or local law.

Pay: From $55,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $55,000