Position Summary
The Office Manager / Property Manager is the operational backbone of Datwani Management Inc.,
responsible for running the day-to-day office, managing the residential and commercial property portfolio
end-to-end (tenants, leases, CAM), and serving as the central point of contact for insurance coverage
across the entire real estate and pharmacy network. This role requires someone highly organized, detail-
oriented, and comfortable managing multiple entities, deadlines, and stakeholders simultaneously — while
exercising sound judgment and discretion with sensitive financial and tenant information.
Key Responsibilities
Office Administration
- Manage day-to-day office operations, supplies, vendor accounts, and general administrative workflow.
- Serve as the first point of contact for phone, email, and in-person inquiries; triage and route to the
appropriate party.
- Maintain organized digital and physical filing systems for leases, insurance policies, vendor contracts,
and corporate records across all entities.
- Support scheduling, calendar management, and coordination of meetings with tenants, vendors,
accountants, and legal counsel.
- Assist with correspondence drafting (tenant notices, vendor communications, internal memos) with
appropriate tone and professionalism.
Property Management — Residential & Commercial
- Manage the full tenant lifecycle: marketing vacancies, screening applicants, lease execution, renewals,
and move-out/turnover coordination.
- Serve as primary point of contact for tenants across all residential properties; respond promptly to
maintenance requests, complaints, and inquiries.
- Draft, review, and administer leases and lease amendments for both residential and commercial tenants.
- Prepare and manage CAM (Common Area Maintenance) reconciliations for commercial properties,
including billing, tenant disputes, and annual true-ups.
- Track lease expirations, rent escalations, option periods, and renewal deadlines across the full portfolio;
flag items proactively.
- Coordinate and oversee vendors and contractors for repairs, capital improvements, and routine
maintenance (e.g., HVAC, plumbing, landscaping, waterproofing).
- Manage rent collection, delinquency follow-up, and coordination with legal counsel on notices or eviction
proceedings as needed.
- Track all rent payments, delinquencies, and unit-level financials in Buildium, keeping records current and
audit-ready at all times.
- Conduct or coordinate periodic property inspections to monitor condition, code compliance, and capital
improvement needs.
- Maintain accurate, up-to-date records of unit status, lease terms, and tenant communications in Buildium
(or successor property management software).
Insurance Management — All Entities
- Serve as the central point of contact for all property, liability, umbrella, and business insurance policies
across the real estate portfolio and all 21+ pharmacy locations.
- Maintain a master insurance tracker (policy numbers, carriers, coverage limits, premiums, and
renewal/expiration dates) for every entity.
- Proactively manage renewal timelines to avoid coverage lapses; solicit and compare quotes from
brokers as needed.
- Ensure certificates of insurance (COIs) are current and on file for tenants, vendors, and contractors, and
issue COIs to third parties as required by lease terms.
- Coordinate claims intake and follow-through with brokers/carriers for any property damage, liability, or
workers' compensation claims.
- Confirm adequate coverage levels alongside ownership and the insurance broker whenever new
properties, entities, or renovations are added.
- Maintain HIPAA-appropriate discretion when insurance matters intersect with pharmacy operations or
patient-adjacent data.
Qualifications
- 3+ years of experience in property management, office administration, or a related operations role; multi-
entity or multi-property experience strongly preferred.
- Working knowledge of residential and/or commercial leasing, CAM reconciliation, and NJ landlord-tenant
regulations (or willingness to learn quickly).
- Familiarity with property management and accounting software (Buildium, QuickBooks, or similar)
preferred.
- Experience coordinating commercial insurance — policy tracking, renewals, and COI issuance — a
strong plus.
- Excellent written and verbal communication skills; comfortable drafting professional correspondence and
tenant notices.
- Highly organized with strong follow-through; able to manage competing deadlines across residential,
commercial, and pharmacy-related matters.
- Discretion and professionalism handling confidential financial, tenant, and HIPAA-adjacent information.
- Proficiency in Microsoft Office / Google Workspace (Excel proficiency required for tracking and
reconciliations).
Key Attributes
- Self-starter who anticipates needs rather than waiting for direction.
- Calm, solutions-oriented under pressure — especially with tenant or maintenance escalations.
- Systems-minded: builds and maintains trackers, checklists, and processes rather than managing ad hoc.
- Trustworthy with sensitive financial, legal, and healthcare-adjacent information.
Compensation & Schedule
- Full-time, in-person at the Datwani Management Inc. office in Parsippany, NJ — 40 hours/week.
- Compensation: $28–$33/hour, commensurate with experience.
- Occasional availability outside standard hours for urgent tenant or property matters.
Pay: $28.00 - $33.00 per hour
Work Location: In person
