Property Manager

Ultimate Staffing; Marlborough (MA); On-site; USD 65,000 - 70,000; Full time

Job summary

Ultimate Staffing seeks an experienced Property Manager to oversee a portfolio of HOA and commercial properties in Marlborough, MA. The role emphasizes strategic leadership, fiduciary oversight, and exceptional client service with a high degree of independence.

You will partner with boards, manage budgets and operations, and ensure compliant, timely delivery of services. On-site work and occasional evenings/weekends are required.

Qualifications

• 1-3 years of experience in property management (HOA and/or commercial).
• Strong organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication skills.
• Proven problem-solving and critical-thinking skills.
• Proficiency in Google Workspace and property management software.
• Ability to work flexible hours, including occasional evenings and weekends.

Responsibilities

• Serve as the primary point of contact for HOA, condominium, and commercial property boards, owners, residents, tenants, and vendors.
• Build and maintain strong, professional relationships and ensure governing documents, policies, and board directives are consistently implemented.
• Independently manage assigned property portfolios with minimal supervision.
• Oversee daily operations, identify risks and improvement opportunities, and proactively resolve issues to enhance performance and client satisfaction.
• Manage service requests from intake through resolution, ensuring proper prioritization and documentation.
• Coordinate vendors, track work orders, confirm timely completion, and oversee billing and closeout.
• Obtain and evaluate competitive bids, review contracts, and monitor vendor performance.
• Oversee capital improvement projects and ongoing maintenance programs to meet scope, timeline, quality, and budget expectations.
• Collaborate with boards and accounting teams on operating and reserve budgets.
• Review invoices, monitor budgets, and ensure financial accuracy and transparency.
• Schedule and facilitate board meetings, annual meetings, and special sessions.
• Prepare agendas, board packets, reports, meeting minutes, and follow-up action items.
• Maintain accurate property records, contracts, correspondence, and owner/vendor data.
• Support compliance with governing documents, condo laws, and applicable regulations.
• Respond promptly and professionally to inquiries via phone, email, and in person.
• Provide consistent follow-through to ensure clarity, accountability, and satisfaction.
• Utilize property management software (e.g., Buildium, AppFolio) and Google Workspace for tracking, reporting, and documentation.
• Ensure data accuracy and integrity across systems.
• Partner with accounting, maintenance, and leadership teams to resolve issues efficiently.
• Identify trends, recurring challenges, and opportunities for process, technology, and service improvements.
• Participate in on-call rotations and provide backup coverage as needed.

Skills

Organizational skills

Time management

Communication skills

Problem-solving

Education

Bachelor's degree in Business Administration

CMCA certification

AMS certification

PCAM certification

Tools

Buildium

AppFolio

Google Workspace

Job description

Location: Malbrough, MA
Employment Type: Full-Time On site
Salary: $65,000-$70,000 annually (Exempt)

Job Summary

We are seeking an experienced Property Manager to provide strategic oversight and financial management for a portfolio of homeowner associations (HOAs) and commercial properties. This senior-level role works closely with association boards and internal teams to ensure strong operational performance, financial accuracy, and excellent client service, with a high level of independence and accountability.

Key Responsibilities

Association & Board Leadership

• Serve as the primary point of contact for HOA, condominium, and commercial property boards, owners, residents, tenants, and vendors
• Build and maintain strong, professional relationships and ensure governing documents, policies, and board directives are consistently implemented

Portfolio & Operations Management

• Independently manage assigned property portfolios with minimal supervision
• Oversee daily operations, identify risks and improvement opportunities, and proactively resolve issues to enhance performance and client satisfaction

Maintenance, Case & Service Request Management

• Manage service requests from intake through resolution, ensuring proper prioritization and documentation
• Coordinate vendors, track work orders, confirm timely completion, and oversee billing and closeout

Vendor & Project Oversight

• Obtain and evaluate competitive bids, review contracts, and monitor vendor performance
• Oversee capital improvement projects and ongoing maintenance programs to meet scope, timeline, quality, and budget expectations

Financial Management & Fiduciary Support

• Collaborate with boards and accounting teams on operating and reserve budgets
• Review invoices, monitor budgets, and ensure financial accuracy and transparency

Meetings & Governance Support

• Schedule and facilitate board meetings, annual meetings, and special sessions
• Prepare agendas, board packets, reports, meeting minutes, and follow-up action items

Records, Compliance & Administration

• Maintain accurate property records, contracts, correspondence, and owner/vendor data
• Support compliance with governing documents, condo laws, and applicable regulations

Communication & Customer Service

• Respond promptly and professionally to inquiries via phone, email, and in person
• Provide consistent follow-through to ensure clarity, accountability, and satisfaction

Technology & Systems

• Utilize property management software (e.g., Buildium, AppFolio) and Google Workspace for tracking, reporting, and documentation
• Ensure data accuracy and integrity across systems

Collaboration & Strategic Improvement

• Partner with accounting, maintenance, and leadership teams to resolve issues efficiently
• Identify trends, recurring challenges, and opportunities for process, technology, and service improvements
• Participate in on-call rotations and provide backup coverage as needed.

Required Qualifications

• 1-3 years of experience in property management (HOA and/or commercial)
• Strong organizational, time-management, and multitasking abilities
• Excellent written and verbal communication skills
• Proven problem-solving and critical-thinking skills
• Proficiency in Google Workspace and property management software
• Ability to work flexible hours, including occasional evenings and weekends

Preferred Qualifications

• Bachelor's degree in Business Administration, Property Management, or related field
• Knowledge of association governance, budgeting, and operations
• Professional designations such as CMCA, AMS, or PCAM, or willingness to obtain

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.