Position Title: Property Manager

Department: Property Management

Reports To: Director of Property Management

Location: Wilmington, NC

POSITION SUMMARY

The Property Manager is responsible for the overall management of properties under contract with Lundy Management Group, LLC d/b/a Lee & Associates Raleigh Durham Wilmington Property Management (“Lee & Associates PM”), serving as the primary point of contact for the tenants, owners, and stakeholders of an assigned portfolio. Initially, the role centers on assisting with portfolio management while building the systems, methods, and practices that support it. The goal is to manage properties proactively by driving owner and tenant satisfaction through cost-efficient methods with an onsite presence through scheduled reviews and tours.

Property management is the work of solving problems and preventing them. The Property Manager anticipates issues before they escalate, recommends preventative maintenance that can avoid future problems, and establishes the policies and procedures that head off issues before they start. The Property Manager, along with the team supporting the portfolio is expected to foster a positive work environment that strives to do the right thing for the property.

KEY RESPONSIBILITIES

Tenant & Owner Relations

Serve as the primary point of contact responsible for responding to tenant needs related to the management of assigned properties.
Maintain routine, proactive touchpoints with tenants, owners, and other stakeholders.
Distribute routine and emergency communications to tenants as needed.
Establish clear policies defining property responsibilities.
Where an Association oversees or operates a property, manage the Association to achieve the property’s goals, including planning and running monthly and quarterly Board and Owner meetings.
Escalate high-priority items to leadership and secure appropriate resources and approvals as needed.

Property Operations & Maintenance

Ensure each property is clean, orderly, and free of deferred maintenance and safety risks.
Conduct routine site inspections, document findings, and create corresponding task lists for correction.
Coordinate in-house maintenance engineers and third-party vendor service to complete work.
Ensure approved operating projects are completed on budget and on schedule, unless a reforecast requires reallocating funds.
Proactively plan for capital needs and monitor the assets under the Property Manager’s purview.
Understand the required cadence of and ensure completion of required inspections to maintain compliance.
Verify completed work orders for timely, accurate billing, owning the accuracy of data input.

Vendor & Contract Management

Serve as the primary contact for all vendors and maintenance contracts across assigned properties.
Solicit and evaluate vendor bids, award contracts, and manage vendor performance and results, competitively rebidding contracts at least every three years.
Maintain current vendor compliance documentation, including Certificates of Insurance (COIs) and W-9s.
Ensure vendors submit through the proper channels accurate and timely invoices for work performed.

Financial Management & Reporting

Participate in establishing annual property budgets and planning for budgeted preventative maintenance.
Approve invoices for timely, accurate billing.
Exercise decision authority over what to spend and when, with accountability for a property’s costs and overall expenses.
Collaborate with Staff Accountants to produce accurate monthly financial reports with executive summaries.
Prepare accurate quarterly reforecasts and distribute them to clients.
Audit invoices quarterly and action items identified during reporting.
Understand budget variances and reallocate funding for proactive property improvements as appropriate.
Use Yardi for financial reporting, including variance reports, 12-month statements, and budget-to-actuals.
Review financial and operations reports with investors, board members, and stakeholders, in person or remotely, on a pre-established basis (monthly, quarterly, etc.).

Team Reviews & Continuous Improvement

Meet weekly with Lee & Associates PM team members to review ongoing issues, problems, and opportunities and build a team environment focused on maximizing performance.
Maintain a 90-day plan covering personal and professional development goals and portfolio project planning.
Meet with the Director of Property Management quarterly to review the prior 90 days and set shared goals for the next 90-day period.

Standards & Documentation

Maintain a written emergency procedures manual for each property.
Keep the Company’s electronic property documentation files current.
Establish, modify, and improve property management practices and methods.

WORK SCHEDULE & ON-CALL

Hours are flexible but are intended to be accomplished within a 40-hour work week, generally within a normal workday of 8:00 AM to 5:00 PM. Additional hours may be required or requested to meet deadlines or respond to immediate tenant needs.

Lee & Associates PM also operates an after-hours on-call system to provide 24/7 service to clients, and each Property Manager is expected to rotate through the on-call system.

QUALIFICATIONS

Required:

3+ years of experience in commercial property management or a related field.
Proficiency with property management platforms — including Yardi or MRI — strong Microsoft Office skills and the ability to learn new software systems as needed.
Strong financial acumen, with experience building budgets, reviewing and auditing invoices, reforecasting, and tracking cost performance.
Proven ability to manage vendors and hold third parties accountable for performance, quality, and compliance.
Excellent written and verbal communication skills, with the ability to interface professionally with tenants, owners, board members, and executive stakeholders.
Strong organizational and problem-solving skills, with demonstrated initiative and ownership over an assigned portfolio.
Valid driver’s license and ability to travel to portfolio properties as needed.

Preferred:

Professional certification such as CPM or RPA preferred or in progress.

Lee & Associates PM is an equal opportunity employer. This job description is intended to outline the primary duties and qualifications for this role and is not exhaustive. Responsibilities may evolve over time and as the portfolio grows.

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