Operations Property Manager

Talent To Team; Franklin (TN); On-site; USD 65,000 - 90,000; Full time

Job summary

Talent to Team is seeking an Operations Property Manager to support a geographically diverse commercial real estate portfolio. The role requires proactive ownership of property operations, maintenance, vendor management, and tenant communication from Franklin, TN, often onsite and with periodic travel.

The candidate should be highly organized, communicative, and capable of managing multiple properties remotely while coordinating local vendors and ensuring timely responses to emergencies and

Qualifications

• 3+ years of commercial property management or facilities management.
• Experience managing a multi-state commercial portfolio preferred.
• Strong vendor-management and relationship-building skills.
• Proficiency with Microsoft Outlook, Excel, and property management/work-order systems.

Responsibilities

• Oversee day-to-day operational needs across assigned properties.
• Coordinate property inspections and vendor activities.
• Manage work orders from request to completion.
• Monitor tenant communications and accounts receivable processes.
• Support budget planning and expense control for properties.

Skills

Vendor management

Organization

Communication

Remote operations

MS Office & systems

Tools

Microsoft Outlook

Excel

Property management software

Work-order systems

Job description

Talent to Team is actively recruiting for an Operations Property Manager to support one of our clients, a full service real estate investment firm, with a presence across a multiple states.

Position Summary

The Operations Property Manager oversees the day-to-day operations, maintenance, vendor management, tenant communication, and property-level needs of a geographically diverse commercial real estate portfolio. The ideal candidate is highly organized, responsive, proactive, and comfortable managing multiple properties, vendors, projects, and priorities remotely. This individual should take ownership of operational matters from initial identification through completion and maintain consistent communication with the Property Management team.

Location

This position is located in Franklin, TN with in-office attendance expected four to five days per week and travel to properties as needed. The role also requires serving as the on-call contact for after-hours emergencies and coordinating a timely response.

Responsibilities

Property Operations

• Oversee day-to-day operational needs across assigned properties.
• Coordinate property inspections through local vendors, contractors, tenants, or other resources as needed.
• Coordinate access to properties, vacant spaces, roofs, mechanical rooms, and other areas.
• Ensure vacant spaces are periodically inspected, secured, and properly maintained.
• Identify recurring property issues and coordinate appropriate solutions.
• Assist with property transitions and onboarding of newly acquired properties.

Work Order Management

• Manage work orders from initial request through completion.
• Respond promptly to tenant maintenance requests and operational concerns.
• Review repair responsibilities in accordance with lease requirements and direction from the Property Management team.
• Coordinate local vendors and contractors to complete approved work.
• Provide tenants with status updates and anticipated completion dates.
• Follow up on outstanding work orders and confirm that issues have been fully resolved before closing them.
• Maintain organized records of open and completed work orders.
• Develop and maintain strong relationships with reliable local vendors in each market.
• Maintain a network of vendors for HVAC, landscaping, janitorial, plumbing, electrical, roofing, pest control, snow removal, general repairs, and emergency services.
• Obtain competitive bids for repairs, maintenance, and property projects as required.
• For non-budgeted projects over the established approval threshold, obtain multiple competitive proposals before proceeding.
• Review proposals for scope, pricing, timing, and property needs.
• Provide a clear vendor recommendation when presenting proposals for approval.
• Monitor vendor performance and hold vendors accountable for quality, responsiveness, and contract requirements.
• Maintain current vendor contracts, certificates of insurance, service agreements, and related documentation.
• Assist with annual contract renewals and budget pricing.
• Develop backup vendor relationships in key markets to reduce reliance on a single provider.
• Coordinate routine and emergency property repairs remotely through local vendors.
• Monitor recurring maintenance issues and recommend long-term solutions when appropriate.
• Coordinate HVAC, roofing, plumbing, electrical, exterior maintenance, and other building-system repairs.
• Obtain photos, reports, and other documentation from vendors to verify completed work.
• Confirm invoices match approved scopes and pricing.
• Track repair costs and communicate potential budget impacts.
• Assist with warranty claims and ensure approved vendors are used when required to maintain warranties.
• Serve as a primary operational contact for tenants regarding property maintenance and building concerns.
• Maintain professional and responsive communication with tenants.
• Provide regular updates throughout the repair and work-order process.
• Coordinate access when vendors or contractors need to enter tenant spaces.
• Follow up with tenants after work is completed to confirm issues have been resolved.
• Escalate significant tenant concerns, lease-related matters, or financial issues to the appropriate team member.

Accounts Receivable Support

• Assist the Property Management and Accounting teams with monitoring tenant accounts receivable.
• Follow up with tenants regarding outstanding balances and payment status.
• Maintain consistent communication with tenants regarding past-due amounts.
• Document collection efforts and tenant payment commitments.
• Follow up on agreed payment dates and payment plans.
• Escalate significant or aging balances to management for additional collection or legal action.
• Assist with obtaining updates on outstanding payments, checks, ACH payments, or other tenant payment issues.
• Coordinate with Accounting to ensure tenant payments and account information are accurately reflected.
• Support the established AR and collections process while maintaining professional relationships with tenants.

Property Projects & Construction Support

• Assist with coordinating smaller capital projects and property improvements.
• Monitor project progress through vendor updates, photos, reports, and regular communication.
• Support tenant improvement projects and larger construction projects as requested.
• Assist with coordinating inspections, surveys, lender visits, engineering assessments, and other property-level due diligence.

Budget & Expense Support

• Assist with the annual property budgeting process by obtaining updated vendor pricing and identifying anticipated repairs and property needs.
• Obtain contract renewals and supporting documentation for budget preparation.
• Identify potential capital expenditures and deferred maintenance items.
• Monitor operational expenses throughout the year and flag unexpected or significant costs.
• Assist with reviewing property-level expenses and vendor invoices for accuracy.
• Maintain organized contract and proposal backup by property.
• Respond to urgent property issues and coordinate local emergency vendors when necessary.
• Assist with incidents involving water intrusion, storm damage, HVAC failures, property damage, safety concerns, and other emergencies.
• Obtain and organize photos, vendor reports, incident information, and supporting documentation.
• Escalate potential insurance claims, liability concerns, or significant property damage to management.
• Maintain reliable emergency vendor contacts for each market.

Reporting & Organization

• Provide regular updates on outstanding projects, work orders, AR items, vendor activity, and property concerns.
• Maintain organized property files, proposals, contracts, photos, reports, and supporting documentation.
• Provide weekly updates on open operational items, including:
• Current status
• Next steps
• Compile competing proposals into an organized comparison for management review.
• Maintain clear follow-up dates and ensure open items do not remain unresolved.

Qualifications

• 3+ years of commercial property management, facilities management, building operations, or similar
• experience preferred.
• Experience managing a geographically diverse or multi-state commercial portfolio preferred.
• Strong vendor-management and relationship-building skills.
• Working knowledge of commercial building operations and maintenance.
• Experience coordinating vendors and reviewing scopes of work and proposals.
• Strong organizational, communication, and follow-through skills.
• Comfortable managing property operations remotely and holding vendors accountable.
• Ability to communicate professionally with tenants regarding both operational and accounts receivable matters.
• Proficiency with Microsoft Outlook, Excel, and property management/work-order systems.

Position Expectations

This is an operations-focused portfolio management position supporting properties across multiple geographic markets. Regular onsite presence is not required; instead, the Operations Property Manager is expected to build and maintain a strong network of dependable local vendors and service providers.

The individual should be proactive rather than reactive, take ownership of issues from identification through resolution, maintain consistent follow-up, and keep the broader team informed of operational and AR-related matters.

The Operations Property Manager will work closely with Asset Management, Property Management, Accounting, Leasing, and Construction to ensure properties are properly maintained, tenant concerns are addressed promptly, vendors perform as expected, outstanding receivables are actively followed up on, and ownership is kept informed