Senior Property and Facilities Manager

Job Summary

The Senior Property & Facilities Manager will manage the company’s real estate and facilities for company-owned and leased properties and provide operational execution, vendor oversight, and workspace management across a dedicated portfolio (2 to 3 local commercial properties as well as multiple non-local properties). This role balances daily property maintenance with technical project management, specifically leading small-scale commercial tenant improvement (TI) construction, office suite buildouts, and space-planning renovations. The ideal candidate ensures optimal building performance, contract compliance, and successful construction project delivery on time and within budget, operating with a high degree of autonomy without the requirement of a direct-report team.  

Benefits

CalPortland is proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees. Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from. 

• Medical, Dental, Vision
  • low-cost premiums even for family coverage
• Company-paid life/AD&D insurance
• Company-paid short-term disability
• Paid sick/vacation/holiday
• 401k/Company Funded Pension Program (program is dependent upon location and job type)
• Employee Assistance Program (EAP)
• Additional voluntary benefits 

Compensation

Responsibilities

• Property and facilities management:
  • Management of tenant matters with third-party tenants, including:
    • New tenant set-up; assist with preparation of lease proposals and lease documents
    • Rent tracking, payments, increases, and operating expense (NNN) recoveries
    • Landlord and tenant required lease and maintenance obligations
    • Maintain relationships with tenants, ensuring that obligations are met
  • Management of company-leased offices and properties, including:
    • Assist with negotiations and lease proposals, lease documents, amendments, extensions, etc.
    • Assist with tenant improvements (furniture, fixtures, equipment, and construction matters)
    • Address outstanding lease matters with the local operations team
    • Maintain relationships with landlords to ensure that obligations are met
  • Management of company-owned offices and properties, including:
    • Collaborate with the local operations team on location requirements
    • Assist with the resolution of maintenance, regulatory, and tax matters
    • Coordinate routine property maintenance, preventative repair schedules, and capital improvement projects
• Vendor Management (contractors, consultants, and other vendors)
  • Set up new vendors, prepare and process agreements, and administer deliverables
  • Manage/track payments, lien waivers, and other vendor-related documents
• Property acquisitions, leasing, and sales, including:
  • Property research and identification; owner information, zoning confirmation, mapping, etc.
  • Identify local appraisers and other consultants; obtain proposal
  • Assist with proposals, agreements, and required documents
  • Maintenance of version control for transaction documents in negotiations
  • Critical date tracking
  • Assist with property evaluation, surveys, water rights, and environmental review
  • Title and Escrow – Submit executed documents and amendments to Title Company, prepare funds wire for closing, review/ensure compliance of closing docs (agreements, settlement statement, escrow instructions, etc.), settle post-closing matters (property tax supplementals, prorates and utilities), secure title insurance policy
  • Advise Risk Management of closing; provide follow-up information to include property under existing policies
  • Prepare final documentation and calendar relevant event dates to company database and legal archive
• Property records administration – Abstract leases/other agreements (critical dates, rent schedules, etc.) and issue forward-looking monthly reports to address all property matters
• Primary point of contact to resolve escalated facility emergencies, utility service disruptions, & immediate vendor challenges
• Manage quality control of agreement tracking system; keep updated with all property modifications
• Ensure accounting and local operations teams are kept updated on new/revised information to ensure the accuracy of all systems

Education

Bachelor’s degree in Facilities Management, Construction Management, Business Administration, or an equivalent combination of field experience and certifications.

Requirements/Qualifications

• 8 to 10 years of direct experience managing commercial properties, corporate facilities, or commercial tenant improvement (TI) construction projects
• Deep understanding of commercial building systems (mechanical, electrical, plumbing), commercial lease structures, and standard contractor bid-leveling practices
• Strong familiarity with building codes, permitting workflows, and commercial construction safety standards
• Must possess a valid Driver’s License and reliable transportation to conduct regular, hands-on travel between the assigned properties, and ability to travel 10-20% for non-local properties
• Proficient in MS Office Suite (Word, Excel, PowerPoint), as well as online tools
• Financial acumen and comfortable with numbers and spreadsheets
• Strong organizational and interpersonal skills; desire to direct contractors, consultants, and be a team player and leader
• Strong verbal and written communication skills; willingness to communicate in person as well as via phone, email, and text\
• Problem-solving, troubleshooting, and analytical skills, with a desire to “dig in” and be a helpful resource
• Self-starter who takes initiative and is eager to learn new skills
• Experience with property database software and A.I. tools
• Previous experience working with internal accounting personnel
  Preferred:
• Active OSHA 10/30 Safety Certification, Certified Property Manager (CPM), or Facility Management Professional (FMP) designation
• Proficiency with commercial property management and maintenance management software, and project tracking applications (e.g., MS Project, Procore, or Excel); mapping and ArcGIS abilities are beneficial skills
• Familiarity/proficiency with SAP or similar accounting systems is a plus

Conditions of Employment

Successful candidate must submit to a post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require Federal Motor Carrier Safety Administration (FMCSA) registration/clearance as well as ongoing alcohol and drug testing. In accordance with the San Francisco Fair Chance Ordinance, for work that will be performed in the San Francisco area, qualified applicants with arrest and conviction records will be considered for employment.