Property Operations Manager

Thomas Edwards Group; Town of Texas (WI); On-site; USD 65,000 - 90,000; Full time

Job summary

Thomas Edwards Group seeks a Property Operations Manager to oversee multi-property operations in Wisconsin. You will manage lease renewals, document coordination with vendors, and maintain rent rolls and records.

The role requires strong communication and organizational skills to handle tenant inquiries and ensure accurate asset documentation. Responsibilities include coordinating maintenance, handling vendor scheduling, and acting as the central knowledge source for property and lease history,

Qualifications

• Experience coordinating lease renewals and document management.
• Strong organizational skills for maintaining lease records and property documentation.
• Ability to route tenant and vendor communications effectively and with professionalism.

Responsibilities

• Manage lease renewal administrative processes end-to-end, including deal sheet preparation and rent roll updates.
• Assist with lease documentation and tenant correspondence.
• Answer and route tenant calls and communications.
• Coordinate maintenance requests and vendor scheduling.
• Maintain electronic files and lease records.
• Serve as central knowledge source for property, tenant, lease, and vendor history.

Skills

Lease administration

Vendor coordination

Communication skills

Document management

DocuSign

QuickBooks

Tools

DocuSign

QuickBooks

Job description

Job Description

Job Description

Property Operations Manager

Property Administration & Lease Coordination

• Manage lease renewal administrative processes end-to-end, including deal sheet preparation, document coordination with the AI lease platform, DocuSign management, and rent roll updates
• Assist with lease documentation, amendments, and tenant correspondence
• Answer and manage incoming calls and tenant communication with judgment about routing and escalation
• Coordinate maintenance requests and vendor scheduling across properties
• Maintain organized electronic files, lease records, and property documentation
• Serve as the central knowledge source for property, tenant, lease, and vendor history; answer frequent operational questions and connect current issues to prior decisions

Financial Controls & Accounts Management

• Review and categorize invoices for proper entity allocation, service address verification, CAM/non-CAM classification, and vendor history before QuickBooks entry
• Flag vendor exceptions, allocation discrepancies, and approval routing issues; route items to the appropriate approval authority
• Maintain awareness of vendor-specific allocation patterns and multi-property expense splits to ensure accurate CAM/NNN treatment
• Manage accounts receivable by logging rent payments, verifying amounts against lease schedules, identifying short or late payments, and escalating tenant issues
• Add issued checks to the daily register and support ownership's visibility into cash position and transaction activity
• Manage and verify service addresses, vendor histories, and entity allocations to prevent misallocation patterns

CAM/NNN Revenue Recovery & Tenant Billing

• Own the year-end CAM/NNN revenue recovery process, including compilation of underlying support documentation and preparation of tenant reimbursement invoices and revised payment schedules
• Categorize CAM and non-CAM expenses throughout the year to ensure year-end calculations are accurate and efficient
• Track tenant receipt and payment of revised NNN invoices; identify tenants paying at old rates and provide balance updates
• Monitor whether tenants are paying according to updated schedules and elevate discrepancies to ownership
• Analyze property expenses and tax changes that will affect future NNN amounts and integrate them into future planning

Property Tax Appraisal, Protest & Compliance

• Track annual property tax appraisal notices, log values, and compares against prior years
• Categorize appraisal increases by risk level and analyze county-level trends
• Coordinate with the property tax attorney to ensure protests are filed and deadlines are met, including May 15 deadline tracking
• Provide supporting documentation to the property tax attorney as requested, including P&L data
• Track hearing schedules, outcomes, and settlement results; enter results into tracking systems
• Review actual property tax bills and enter them into QuickBooks when actionable; flag bills for attorney follow up when further action is required
• Summarize property tax impact for ownership decision-making on acceptance, arbitration, or litigation

Insurance & Compliance Tracking

• Track annual and seasonal insurance renewals for commercial and personal properties
• Review insurance renewal documents and compare against prior policies for coverage, premium, and exclusion changes
• Manage accounts payable processing for insurance policies, including entity allocation and pro-rata shares
• Identify material policy changes, unusual premium shifts, or coverage questions requiring ownership attention
• Track franchise tax filings, compliance deadlines, licensing renewals, and brokerage requirements
• Maintain calendar visibility for mission-critical filing dates and assist with deadline coordination

Reporting & Decision Support

• Prepare monthly late rent reporting and lease renewal/expiration reviews for ownership visibility
• Provide ad hoc reports on tenant issues, vendor problems, property tax impact, and insurance renewal status
• Translate operational and financial detail into actionable summaries for ownership decision-making
• Maintain visibility on open issues and elevate items requiring ownership direction

Daily Operations & Communication

• Sort incoming mail daily; route business mail appropriately and elevate certified mail or re ...