Commercial Asset Manager

Job Description

Job Description

Description:

Job Classification: Full-Time, Exempt, Salaried

Reports To: President / Senior Leadership

Location: Los Angeles, CA (In-Office / In-Field Required)

License: California Real Estate License Required (CA DRE)

Position Summary

Optimus Property Management, Inc. is seeking a senior Commercial Asset Manager to lead the hands-on oversight of our mixed retail portfolio across Los Angeles County. This is an in-office, field-active role. You'll be expected to work from our office three days a week and conduct regular site visits across all commercial properties. You'll serve as the primary point of contact for tenants, brokers, vendors, and lenders, owning everything from day-to-day asset management to leasing strategy and capital projects. If you're financially sharp, highly organized, and work well independently, we want to hear from you.

Requirements:

Duties & Responsibilities Leasing & Deal Management

• Track all leasing activity and maintain an up-to-date leasing pipeline across the portfolio; conduct weekly outreach to brokers to monitor deal status.

• Work with ownership to review and approve lease terms, renewals, amendments, and concessions.

• Coordinate lease and amendment execution; prepare signed-deal summaries for the accounting team.

• Manage all lease renewals across the portfolio and ensure no lease expires without a renewal or replacement strategy in place.

• Coordinate property tours, including scheduling, access arrangements, and follow-up.

• Maintain vacancy reports and lease expiration reports; distribute to ownership as needed.

• Oversee broker commission tracking; verify accuracy and ensure timely payment.

• Order floor plans and virtual tours; assist with compiling marketing materials for vacant spaces.

• Draft and execute storage agreements as needed.

Tenant Relations & Compliance

• Serve as primary point of contact for commercial tenants; address questions, escalated complaints, and lease-related matters.

• Oversee delinquency tracking; proactively reach out to tenants to collect rent and past-due balances. Ensure rent is collected from every tenant each month.

• Draft and oversee 3-Day Notices; coordinate unlawful detainer proceedings with legal counsel.

• Draft other legal notices as needed and compile case documentation for attorneys.

• Obtain final approvals from ownership on legal and enforcement matters.

Financial Reporting & Analysis

• Review monthly financial statements (P&L, rent roll, operating statements, CAM reconciliations) and identify variances.

• Prepare quarterly written narratives summarizing property performance for investors and ownership.

• Assist in preparing rent rolls for lenders and ownership; send lease STATS (option rents, escalations, key dates) to ownership as needed.

• Maintain accurate lease data in AppFolio, including option rents, rent bumps, and expiration dates (manual entry required).

• Run and create financial and operational reports for lenders, brokers, and ownership as requested.

• Assist with building annual property budgets; review vendor payments and monitor budgets throughout the year.

• Monitor NOI, vacancy, and other key metrics in coordination with the accounting team.

Lender & Capital Project Coordination

• Prepare and submit lender draw request packages, including proof of payments, invoices, draw request forms, and certificates of borrower.

• Coordinate tenant improvement (TI) allowance draw requests and reimbursements with tenants.

• Oversee capital improvement plans; review and approve vendor bids and invoices for capital expenditures.

• Walk properties regularly to oversee vendors and contractors on-site; attend construction meetings as needed.

• Gather property-level data (HVAC, roof, electrical, structural, etc.) for due diligence, lender, or acquisition purposes.

• Support acquisition and sale checklists; ensure all departments complete required tasks at transaction milestones.

• Assist Acquisitions team with detailed property reports covering construction, maintenance, and property management.

Vendor & Operations Management

• Review and approve vendor bids, invoices, and commercial operating expenses.

• Supervise Maintenance Coordinators as assigned; hold team accountable for organized, deadline-driven, quality output.

• Conduct regular property audits; review tenant files and maintain server organization.

• Create packages for special projects (tax appeals, sanitation appeals, etc.).

• Review daily mail and route to appropriate team members.

• Review and approve move-outs as applicable to commercial tenancies.

Ownership & Investor Relations

• Hold regular meetings with ownership and internal team as needed to provide portfolio updates.

• Translate financial and operational data into clear narratives, recommendations, and written summaries for investors.

• Provide proactive updates on leasing activity, property issues, and deal status — do not wait to be asked.

• Assist with building budgets and preparing materials during acquisitions.

Required Qualifications Experience

• 3–7+ years in commercial real estate asset management, property management, or a closely related role.

• Demonstrated experience with retail and mixed-use commercial assets.

• Hands-on experience managing tenant relationships, lease negotiations, and vendor oversight.

• Experience preparing lender draw packages and coordinating capital improvement projects.

Financial Skills (Non-Negotiable)

• Strong ability to read and interpret income statements (P&L), rent rolls, operating budgets, and CAM reconciliations.

• Proficiency in financial modeling and variance analysis; advanced Excel required.

• Understanding of valuation concepts including cap rates and NOI.

• Experience reviewing commercial leases and preparing lease abstracts / STATS.

Technical Skills

• AppFolio proficiency required (or ability to learn quickly); experience with commercial lease data entry.

• Microsoft 365 (Outlook, Teams, SharePoint, Excel) proficiency.

• Ability to produce polished written reports, narratives, and owner communications.

Licenses & Credentials

• California Real Estate License (CA DRE) required.

• Valid driver’s license and reliable transportation for regular property visits across LA County.