What are the responsibilities and job description for the Property Manager position at Zeller?
PROPERTY MANAGER
Job Description
SUMMARY
The Property Manager oversees all activity at the property — physical and financial — either directly or through the onsite team. The Property Manager works closely with the Asset Manager assigned to the property and reports to the VP/General Manager at the property.
Essential duties and responsibilities include the following. Other duties may be assigned.
I. GENERAL
A. Provide leadership and direction to onsite personnel in a manner that reinforces Zeller's core values and ensures consistent execution of the goals and objectives defined by ownership.
B. Serve as the primary point of coordination between Asset Management, Leasing, Property Management, and Construction Management teams to ensure clear and consistent communication across departments.
C. Develop, modify, and implement the annual property budget. Forecast through the year, account for all operating income and expenses, and report financial performance — including income, expense, and below-line expenditures — in the format and cadence defined by ownership.
D. Regularly review all contracted services at the property. Coordinate with the onsite team to bring contracts to market for competitive bidding on a routine basis to ensure the most effective pricing.
E. Implement the ZRG Tenant Relations Program to strengthen tenant perception of the property and drive higher overall tenant satisfaction.
F. Monitor tenant activity, operations, and payment history to proactively identify potential financial issues. Communicate concerns to Asset Management with a recommended strategy — including the engagement of legal services where warranted — and execute the agreed-upon course of action.
II. LEASING / CONSTRUCTION
A. Maintain working knowledge of all existing and new leases, storage leases, license agreements, signed letter agreements, amendments, and extensions.
B. Prepare and hand-deliver welcome and move-in packages, including access cards, floor warden materials, and emergency contact information.
C. Implement a Move-In Checklist process to ensure all required documents have been signed and delivered to the appropriate parties prior to tenant occupancy — whether for a new or renewing tenant.
D. Ensure that all lease-required documentation (e.g., Tenant Estoppel Letter, Lease Commencement Letter) is executed before a tenant occupies their suite.
E. Notify Leasing and Asset Management of tenant needs for expansion space, and monitor the progress of related negotiations.
F. Provide Leasing and Asset Management with a current list of expansion options or rights encumbering space being considered for lease.
G. Review all lease documents related to new leases, renewals, expansions, and contractions with Leasing and Asset Management.
H. Partner with Construction throughout all tenant construction projects and remain informed on all ongoing space alterations.
I. Maintain accurate records of vacant building space, including storage space.
J. Maintain a rent schedule for vacant and soon-to-be-vacant areas, aligned with options granted to tenants based on "rates charged for comparable space in the building." Review the rent roll and leases regularly for existing tenant expansion and termination options.
K. Prepare and approve all storage leases under guidelines set by ownership.
L. Review sub-lessor leases to determine the rights of all parties, and provide documentation and recommendations on whether to accept or reject the sub-lease.
III. OPERATIONS
A. Work directly with the onsite team to implement and monitor corporate standards for the care and maintenance of all building equipment — including preventative maintenance of all critical building systems, with defined review dates, maintenance procedures, documentation, and property file tracking for ownership review.
B. Supervise the onsite team's management of the energy management system and ZRG sustainability practices to deliver the highest level of occupant comfort alongside the most efficient operation.
C. Oversee all efforts related to energy procurement at the property, drawing on both internal expertise and external consulting services.
D. Coordinate with the VP of Technical Operations on procedures, overall operation, and any matter requiring technical input.
E. Coordinate annual building systems inspections, floor warden training, and occupant evacuation drills in partnership with the engineering staff and local jurisdiction.
F. Monitor response times and completed actions between the engineering staff and tenants through the electronic PMS.
G. Implement and monitor corporate safety, training, and performance initiatives to enhance the quality of execution onsite.
H. Oversee a comprehensive cleaning program for the building — including public areas (internal and external, including parking lots and garages where applicable), tenant suites, window washing, and special projects (such as construction cleanups and emergency response) — with the use of green cleaning chemicals, equipment, and procedures.
I. Monitor building contractors and the onsite team's supervision of those contractors to ensure responsibilities are carried out and issues are resolved as they arise.
J. Review all incident reports with the onsite team and ensure appropriate follow-up actions are documented and completed.
K. Conduct regular building walkthrough inspections with the onsite team and the Security and Janitorial contract staff. Notify tenants of any safety violations and address building-level violations directly.
L. Implement and maintain the emergency response procedures checklist, reviewing staff responsibilities on a periodic basis.
M. Communicate any environmental issues to Asset Management and the designated environmental consultant.
N. Coordinate with the onsite team to forward all insurance claims — along with incident reports — to the appropriate internal ZRG personnel and insurance brokerage contacts.
O. Oversee the onsite team to ensure that tenants, vendors, and contractors maintain appropriate insurance coverage as required by their lease, service agreement, or contract.
IV. FINANCIAL / ACCOUNTING
A. Analyze monthly rental income and disbursement variances against budget and communicate findings to Asset Management using the prescribed Monthly Report package.
B. Oversee regular reporting to ownership to ensure accuracy, consistency, and clarity across all submissions.
C. Direct the onsite team in reviewing and processing invoices, confirming the correct waivers and purchase orders are included where applicable, and ensuring invoices are coded to the proper expense accounts.
D. Oversee the preparation of regular tenant billing — including overtime HVAC and lighting usage and other miscellaneous charges — to ensure accurate and consistent billing cycles.
E. Analyze annual real estate tax valuations and billings. Collaborate with the designated tax consultant for the property and recommend a course of action to Asset Management regarding any appeals or related measures.
F. Partner with Asset Management on special projects as needed (e.g., cash flow analyses).
V. PERSONNEL
A. Hire, train, and supervise onsite staff in a manner that promotes a team approach, individual accountability, and proactive engagement in the management of the property.
B. Conduct annual performance reviews through the designated online system. Identify employee strengths and growth areas, develop a plan of action to support ongoing improvement, and recommend annual compensation adjustments as warranted.
C. Partner with the ZRG Human Resources Department on all matters related to employee disciplinary actions, warnings, and terminations.
REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelor's degree (B.A. or B.S.) from a four-year college or university; or four years of related experience or training; or an equivalent combination of education and experience.
- Customer service orientation.
- Strong financial aptitude.
- Ability to understand the mechanical systems of a commercial building.
- Strong oral and written communication skills.
- Demonstrated ability to supervise office and operations staff.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this role, the employee is regularly required to talk, hear, stand, sit, walk, use hands and fingers to handle or feel objects, operate tools or office equipment, and reach with hands and arms. The employee may occasionally lift and/or move up to 10 pounds.
Anticipated Salary:
Location 1: 55408: $95,000 - $110,000/year, commensurate upon experience.
Location 2: 55402: $110,000-$120,000/year, commensurate upon experience.
Please note: Zeller is managing this search directly through our internal HR team and is not engaging third-party recruiters or staffing agencies for this role at this time. We respectfully ask that recruiters not contact employees or leaders at the firm directly. All inquiries should be directed to Courtni Hughes-Bochenek at chughes@zeller.us . Unsolicited candidate submissions will not be considered and will not create any fee obligation. Thank you for respecting our process.
Salary : $95,000 - $110,000