Commercial Property Manager

Role Overview

The Commercial Property Manager is responsible for managing day-to-day operations for assigned commercial properties, supporting tenant relationships, overseeing service delivery, coordinating vendors, monitoring property performance, preparing and reviewing financial reporting, supporting budgets, managing operating expenses, and coordinating CAM reconciliations in partnership with accounting, asset management, leasing, and property management leadership.

This role requires strong commercial property management knowledge, financial discipline, tenant-service orientation, organization, communication, vendor management, problem-solving, attention to detail, and the ability to balance tenant needs, owner objectives, operating budgets, property standards, compliance requirements, and long-term asset performance.

Core Responsibilities

Property Operations and Tenant Service

• Manage day-to-day operations for assigned commercial properties and ensure property standards, service expectations, policies, procedures, and business priorities are carried out consistently.
• Serve as a primary point of contact for tenants, responding to questions, service needs, escalations, lease-related inquiries, and operational concerns in a timely and professional manner.
• Coordinate property inspections, maintenance follow-up, tenant communications, vendor work, building access, service requests, and issue resolution.
• Monitor tenant satisfaction, property appearance, curb appeal, cleanliness, safety, access, maintenance response, and overall building performance.
• Identify operational risks, tenant service gaps, maintenance concerns, staffing needs, vendor issues, and process improvement opportunities and escalate or resolve them appropriately.

Financial Reporting, Budgets, CAM, and Operating Expenses

• Prepare, review, and explain property-level financial reporting, including monthly operating results, budget-to-actual variances, revenue, operating expenses, recoveries, capital activity, and key property performance drivers.
• Support annual budgets, forecasts, and reforecasts by reviewing assumptions, operating expense trends, contract costs, utilities, repairs and maintenance, staffing needs, capital needs, and tenant-related activity.
• Coordinate CAM reconciliations by reviewing lease requirements, recoverable and non-recoverable expenses, tenant pro rata shares, caps, exclusions, gross-up provisions, billing impacts, supporting documentation, variance explanations, and tenant questions.
• Monitor operating expenses, vendor spend, repairs and maintenance, utilities, janitorial, landscaping, security, service contracts, insurance, taxes, and other property costs against budget expectations.
• Partner with accounting, asset management, leasing, and property management leadership to provide accurate explanations, timely reporting support, and actionable recommendations.

CAM Reconciliation Tasks

• Review lease language to confirm recoverable expenses, tenant pro rata shares, caps, exclusions, administrative fees, gross-up provisions, base years, audit rights, and billing requirements.
• Coordinate with accounting to gather operating expense details, general ledger activity, budget comparisons, prior-year reconciliations, tenant ledgers, billing records, and supporting schedules.
• Analyze recoverable and non-recoverable expenses, identify unusual variances, confirm expense classifications, and research discrepancies before CAM reconciliations are finalized.
• Prepare or review tenant-level CAM reconciliation support, including allocation schedules, billing adjustments, credits, true-ups, backup documentation, and variance explanations.
• Respond to tenant questions about CAM charges, reconciliation statements, supporting documentation, billing changes, and lease interpretation matters in a timely and professional manner.
• Partner with accounting, asset management, leasing, legal, and property management leadership to resolve complex CAM questions, tenant disputes, documentation gaps, and approval needs.
• Maintain organized CAM reconciliation files, tenant backup packages, variance explanations, approvals, correspondence, schedules, and follow-up notes for future reference and audit support.

Vendor Management, Maintenance, and Property Standards

• Oversee vendor relationships, service contracts, work orders, preventive maintenance, inspections, repairs, capital work coordination, recurring property services, and day-to-day vendor performance for assigned properties.
• Solicit bids, compare proposals, review scopes of work, evaluate pricing, confirm vendor qualifications, and make recommendations that support service quality, budget discipline, and property needs.
• Review vendor performance, service quality, responsiveness, contract compliance, insurance requirements, certificates of insurance, safety expectations, documentation, and issue resolution.
• Coordinate with maintenance teams, engineers, vendors, construction, asset management, accounting, and property leadership to address building needs, service issues, project requirements, and cost control opportunities.
• Support contract renewals, vendor onboarding, invoice review, coding questions, service approvals, purchase orders, budget tracking, and documentation in accordance with company standards.
• Escalate vendor performance concerns, contract issues, safety concerns, insurance gaps, billing discrepancies, service failures, or unresolved maintenance matters in a timely and professional manner.
• Maintain property standards related to cleanliness, curb appeal, building systems, tenant spaces, common areas, signage, safety, security, and overall presentation through effective vendor oversight and follow-up.

Tenant Lease Administration

• Maintain working knowledge of tenant lease terms, including rent obligations, operating expense recoveries, CAM provisions, renewal options, expansion rights, termination provisions, notice requirements, service obligations, insurance requirements, and tenant responsibilities.
• Track critical lease dates, expirations, renewal options, commencement dates, rent steps, amendment terms, certificates of insurance, security deposits, tenant improvement obligations, and other lease-related deliverables.
• Coordinate with leasing, accounting, legal, asset management, and property management leadership to ensure lease information is accurately reflected in billing, CAM reconciliations, budgets, operating expense recovery assumptions, and tenant communications.
• Support tenant move-ins, move-outs, renewals, expansions, contractions, notices, amendments, estoppels, access requests, signage requests, and other lease administration activities.
• Review tenant account questions, billing changes, lease interpretation questions, documentation needs, and operational obligations, escalating legal or complex matters as appropriate.
• Maintain organized lease administration files, tenant correspondence, critical date tracking, insurance certificates, amendments, notices, approval documentation, and related support materials.

Leasing, Tenant Coordination, and Asset Support

• Partner with leasing, asset management, legal, and accounting to support lease administration, tenant move-ins, move-outs, renewals, expansions, notices, amendments, and tenant billing questions.
• Review lease requirements related to operating expenses, CAM recoveries, tenant responsibilities, service obligations, insurance, certificates, access, signage, and property rules.
• Support tenant onboarding, welcome communications, property procedures, service contacts, building rules, emergency procedures, and ongoing tenant relationship management.
• Provide property-level insight to support leasing strategy, tenant retention, capital planning, expense assumptions, market positioning, and asset performance.
• Coordinate tenant requests and building activity in a way that balances service quality, lease obligations, property standards, operating budgets, and ownership objectives.

Compliance, Risk Management, Systems, and Process Improvement

• Ensure commercial property operations comply with applicable lease requirements, service obligations, safety standards, vendor requirements, risk management practices, insurance requirements, contract terms, and company policies.
• Maintain organized property files, vendor documentation, tenant correspondence, certificates of insurance, contracts, inspection records, work orders, budgets, CAM support, financial reporting support, and compliance documentation.
• Use property management systems, reporting tools, work order platforms, accounting reports, vendor systems, and document management practices effectively.
• Support operating procedures, checklists, tenant communication templates, reporting cadences, vendor tracking, financial reporting processes, and escalation workflows.
• Identify opportunities to improve tenant service, cost control, reporting accuracy, CAM documentation, vendor performance, property standards, and operational efficiency.

Qualifications and Experience

• Bachelor’s degree in business, real estate, property management, finance, or a related field preferred; equivalent commercial property management experience may be considered.
• Three or more years of commercial property management, real estate operations, tenant service, facilities coordination, or related experience preferred.
• Experience with financial reporting, budgets, forecasts, CAM reconciliations, operating expense review, vendor management, lease administration, tenant communications, and property operations preferred.
• Experience with property management systems, work order systems, Microsoft Excel, Microsoft Word, reporting tools, and electronic file management preferred.
• Strong communication, organization, financial awareness, customer service, vendor management, problem-solving, follow-through, and attention to detail required.

Knowledge, Skills, and Abilities

• Knowledge of commercial property management operations, tenant service, maintenance coordination, vendor management, lease administration, financial reporting, budgets, CAM reconciliations, and operating expense management.
• Ability to review financial reports, explain budget variances, monitor operating expenses, support CAM reconciliations, and communicate property-level financial information clearly.
• Strong tenant communication, service orientation, vendor coordination, issue resolution, organization, time management, and follow-through skills.
• Ability to read and apply lease requirements related to tenant responsibilities, operating expenses, CAM recoveries, insurance, access, service obligations, and property rules.
• Ability to manage multiple properties, tenants, vendors, deadlines, service requests, budgets, reporting needs, and operational priorities in a timely manner.
• Accountable, responsive, collaborative, financially aware, tenant-focused, detail-oriented, service-oriented, and committed to continuous improvement.

Physical Requirements and Travel

• Ability to lift and carry materials, supplies, or equipment weighing up to 25 pounds, and to occasionally lift heavier items with assistance.
• Ability to walk, stand, climb stairs, and move throughout properties, including mechanical rooms, roofs, parking areas, and other building spaces, to conduct inspections and oversee vendor work.
• Regular travel between assigned properties and occasional travel to other company locations, vendor sites, or meetings is required; a valid driver's license and reliable transportation are required.

Equal Employment Opportunity Statement

Equus Capital Partners, Ltd. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Equus Capital Partners reserves the right to modify the duties and responsibilities of this position at any time to meet business needs.