Job Description

THE ROLE

• Own day-to-day operations for 5-10 commercial properties with emphasis on medical office buildings and retail centers
• Serve as the primary point of contact for tenants, vendors, and ownership
• Maintain proactive and responsive communication with tenants via property visits, phone calls, emails, and tenant portal
• Coordinate tenant maintenance requests and assign to appropriate vendors or maintenance personnel
• Complete minimum two comprehensive property inspections per month for each assigned property
• Document property conditions with photographs and maintain accurate Property Inspection Records
• Manage emergency response and after-hours property issues as needed
• Drive occupancy—minimize vacancies, maximize renewals
• Ensure NOI performance within 5% of proforma

• Own lease renewal process end-to-end—track expirations, initiate tenant conversations, and negotiate renewals in alignment with Apta's leasing strategy
• Drive occupancy by proactively marketing vacant spaces and minimizing downtime between tenants
• Coordinate with brokers on tenant prospecting, showings, and lease negotiations for new tenants
• Manage tenant improvement (TI) process—obtain competitive bids (minimum three), coordinate construction, and ensure quality execution
• Oversee tenant move-in coordination including space preparation, access setup, and welcome communication
• Generate and maintain accurate lease abstracts; track rental escalations and critical dates

• Develop and execute preventative maintenance programs to extend asset life and reduce emergency repairs
• Conduct monthly property inspections for each assigned property—document conditions, identify issues, create work orders
• Complete comprehensive quarterly inspections covering building systems, common areas, exterior grounds, and safety/code compliance
• Maintain detailed Property Inspection Records with photographs and condition assessments
• Proactively identify maintenance needs before they become costly problems

• Negotiate vendor contracts to achieve optimal pricing while maintaining service excellence
• Obtain minimum three competitive bids for all significant work—maintenance, repairs, capital projects, and tenant improvements
• Build and maintain a network of reliable, high-quality vendors across all trade categories
• Verify vendor insurance requirements and maintain current certificates of insurance
• Review vendor invoices for accuracy and compliance with contracted rates
• Hold vendors accountable for quality, timeliness, and responsiveness

• Proactively plan capital expenditures—identify upcoming needs, prioritize projects, and develop multi-year CapEx roadmaps
• Optimize CapEx spending by evaluating repair vs. replace decisions, timing projects strategically, and bundling work for efficiency
• Prepare CapEx budget recommendations with ROI analysis and impact on property value
• Coordinate capital projects from scoping through completion—manage timelines, budgets, and quality
• Document all capital improvements for investor reporting and asset records

• Lead operational onboarding for newly acquired properties establish vendor relationships, set up systems, and transition from prior management
• Conduct thorough property assessments at acquisition identify immediate needs, deferred maintenance, and value-add opportunities
• Assist Director of Acquisitions with property and vendor due diligence and organize all the information
• Introduce Apta to existing tenants and establish positive relationships from day one
• Ensure seamless transition of all property operations, contracts, and tenant communications
• Coordinate with acquisitions team on due diligence property inspections and operational assessments

• Develop annual property budgets with comparative vendor bids (minimum three bids per category)
• Submit initial budget drafts by September 1st for the following calendar year
• Review tenant CAM reconciliation reports for approval prior to January 31st annually
• Monitor budget compliance and document variances with explanations for monthly reporting
• Prepare monthly variance reports with Executive Summary including budget vs. actual analysis
• Process all monthly tenant charges including base rent, CAM, taxes, insurance, HVAC, utilities
• Track and follow up on delinquent accounts with appropriate escalation procedures
• Review and code vendor invoices accurately for weekly submission to accounting

• Supervise 2-3 offshore team members who handle routine administrative and operational tasks
• Assign tasks, review output, provide constructive feedback
• Conduct weekly coordination calls across time zones
• Document processes and create standard operating procedures for your team
• Escalate issues appropriately while maintaining accountability

• Oversee all property operations 
• Manage Senior Property Manager + expanded offshore team (5-8 people)
• Own asset performance across the entire portfolio
• Drive NOI optimization and value creation initiatives
• Lead property management vendor relationships at scale
• Coordinate with acquisitions team on transitions and due diligence

• Report directly to Principals on operations
• Participate in strategic planning
• Contribute to investment committee discussions
• Help build and shape team culture

• 5+ years commercial property management experience
• Track record of NOI performance - you've hit your numbers
• Experience with property management software (Yardi Breeze Premier)
• Tenant relationship excellence - you keep tenants happy and renewing
• Vendor management skills - you get quality work at fair prices
• Remote team experience - you've worked with or managed distributed teams
• Process mindset - you think in systems, not just tasks
• Ownership mentality - you treat properties like they're yours

• Medical office building experience - you understand healthcare tenants
• Multi-property management - you've managed multiple properties simultaneously
• Leadership experience - you've supervised staff or contractors
• Property Management certification
• Associate's degree preferred

• Systems thinkers - You see the pattern, not just the problem
• Quality obsessives - "Good enough" isn't in your vocabulary
• Calm under pressure - Emergencies don't rattle you
• Clear communicators - You write well and communicate crisply
• Continuous improvers - You're always asking "how can this be better?"
• Tech-forward operators  - You embrace new tools, not resist them

• Unlimited PTO
• Incentive and Bonus plan tied to results
• Flexible work arrangement (office + field + remote mix)

• Build, don't just manage - Shape how a growing portfolio operates
• Clear career path - Property Manager to Director of Operations
• Equity participation - Share in the upside you help create
• Mission-driven - Help physicians achieve financial independence
• Direct impact - Small team where your work matters