Property Manager

Commercial Property Manager

The Property Manager oversees a portfolio of commercial properties in Virginia and South Carolina, serving as the primary point of contact for tenants and vendors while ensuring that all landlord obligations and lease requirements are consistently met. This role manages day-to-day property operations, including maintenance and risk management, develops and monitors operating and capital budgets, and handles high-volume invoice processing using specialized property management and accounting software. The Property Manager collaborates closely with internal teams to support leasing, construction, and finance functions, while maintaining accurate property records and delivering a high level of customer service to tenants and stakeholders.

Responsibilities

• Demonstrate a positive, professional, and client-focused attitude in all interactions with coworkers, tenants, clients, and the public, whether in person, by phone, or in writing.
• Continuously seek to improve work processes and outcomes to better meet client expectations and enhance operational efficiency.
• Conduct periodic site visits and complete quarterly property inspections, documenting findings in the required software and traveling to properties in Virginia and South Carolina as needed.
• Serve as the primary coordinator for assigned properties, ensuring that all contractual property management obligations are fully met and exceeded.
• Manage day-to-day shopping center operations, including loss prevention, risk management, safety and security, maintenance, marketing, landscaping, snow removal, parking lot sweeping, tenant build-outs, and other operational activities.
• Develop annual operating income and expense budgets, as well as capital budgets, that align with the company's objectives for each property.
• Create and maintain a five-year capital plan for each property, forecasting major repair and replacement needs.
• Recommend and implement programs and initiatives that support center profitability and operational performance.
• Prepare monthly variance reports that identify the causes of budget variances and provide forecasts for property-related expenses.
• Review each property's annual expenses regularly to help achieve the key performance indicator of positive Same Store Net Operating Income (SSNOI).
• Analyze lease clauses related to landlord obligations and timelines for common area work, and enforce tenant compliance with lease requirements.
• Collaborate with internal leasing agents to ensure spaces are in lease-ready condition and support leasing and re-leasing efforts.
• Issue Delivery of Premises Certificates and Open for Business Memorandums, and upload and distribute documents to internal stakeholders according to standard operating procedures.
• Maintain accurate and current records of space conditions, including roof systems, HVAC systems, utilities, and other critical building components.
• Coordinate marketing efforts for vacant spaces and ensure they are consistently maintained in show-ready condition.
• Maintain complete and accurate property files and records in accordance with departmental systems and standards.
• Engage, contract, supervise, and approve invoices for all goods and services required to maintain properties in line with company and owner standards.
• Attach appropriate backup documentation to all invoices in the accounts payable software and manage bill-backs of tenant-related expenses where applicable.
• Develop and maintain a reliable network of vendors available for emergencies and 24/7 response as needed.
• Supervise on-site maintenance mechanics assigned to properties, where applicable, and oversee their work and performance.
• Develop detailed service specifications and continually evaluate maintenance and management service needs and performance.
• Approve property invoices regularly and complete travel reimbursement and credit card reconciliations accurately and on time.
• Forecast and manage the replacement of major capital items such as HVAC systems, roof systems, and parking lot surfaces.
• Manage tenant relations by responding to and coordinating requests for repairs and maintenance in a timely and professional manner.
• Assist in managing tenant build-out or "upfit" work and coordinate property access for contractors as needed.
• Represent the company at promotional meetings with merchants and other stakeholders, supporting property marketing and tenant engagement.
• Collaborate with other departments to provide a team-based approach to real estate management and problem-solving.
• Coordinate and support the Construction Team on capital improvements and related work at the properties.
• Conduct tenant move-out walkthroughs, complete all required move-out forms, and distribute documentation promptly to internal stakeholders.
• Process Tenant Improvement Allowance requests promptly and accurately in accordance with lease terms and internal procedures.
• Audit property-related utilities to ensure correct general ledger coding and identify opportunities to reduce financial slippage.
• Update and maintain accurate data for property snapshots and other portfolio reporting tools.
• Provide coverage and support for other Property Managers during their absences to ensure continuity of operations.
• Attend and actively participate in all required and recurring meetings, contributing updates and insights on property performance.
• Prepare expense approval forms and submit them to the appropriate parties for review and authorization.
• Adhere to Sarbanes-Oxley compliance controls and internal policies as required for property management operations.
• Respond promptly to internal requests during company audits and provide all necessary documentation and explanations.
• Maintain, conduct, and report all required environmental audits and maintain related internal files and records.
• Act as a liaison for the company during legal proceedings related to the properties, coordinating information and support as needed.
• Facilitate and support procedures related to property dispositions and acquisitions, including documentation and operational transitions.
• Assist or support the Lease Administration and Collections teams with tenant accounts receivable balances and related issues.
• Complete peer reviews of new lease profiles and prepare supporting documentation as necessary to ensure accuracy.
• Review and interpret property-related documents such as ALTA surveys, Property Condition Assessment reports, Reciprocal Easement Agreements, zoning reports, and similar documents.
• Serve as a liaison with local government entities and work to resolve any government-identified deficiencies affecting the properties.
• Prepare properties and coordinate support to tenants and vendors during natural or socio-economic disasters, ensuring continuity of operations where possible.
• Manage, review, and administer license agreements related to ancillary income opportunities and property right-of-entry needs.
• Respond to lender notices and complete property-related work required to maintain compliance with loan agreements.
• Establish and maintain collaborative working relationships across departments and within project teams to support portfolio performance.
• Stay current on new technologies, systems, and tools relevant to property management and incorporate them into daily operations where appropriate.

Essential Skills

• Commercial property management experience, with at least 2+ years managing commercial properties.
• Bachelor's degree or, in lieu of a degree, 3–5+ years of relevant property management experience.
• Demonstrated experience managing a large or multi-property commercial portfolio.
• Proven ability to create and manage budgets for a commercial property portfolio.
• Experience handling high-volume invoice processing for property operations.
• Strong customer service skills with the ability to build and maintain positive tenant and client relationships.
• Strong multi-tasking and organizational abilities to manage multiple properties, tasks, and deadlines simultaneously.
• Experience reading and interpreting commercial leases to ensure adherence to lease terms and landlord obligations.
• Hands-on experience handling tenant requests, coordinating maintenance, and resolving operational issues.
• Experience managing vendors, including bidding, contracting, supervising performance, and approving invoices.
• Proficiency in budget creation, variance analysis, and financial reporting for property operations.
• Ability to understand and reference property-related documents such as ALTA surveys, Property Condition Assessment reports, Reciprocal Easement Agreements, and zoning reports.
• Capability to support lease administration, collections, and tenant accounts receivable processes as needed.
• Strong communication skills, both written and verbal, to interact effectively with tenants, vendors, internal teams, and external stakeholders.
• Ability to travel to properties in Virginia and South Carolina as required for inspections and site visits.
• Commitment to adhering to internal controls and compliance requirements, including Sarbanes-Oxley-related procedures.

Additional Skills & Qualifications

• Experience working with large or multi-property commercial portfolios, including shopping centers or similar assets.
• Proficiency with MRI ERP property management software.
• Experience using AvidXchange or similar accounts payable software for invoice processing and approvals.
• Familiarity with Daychecks and ID Plans or similar tools for property systems layout and documentation.
• Experience developing and maintaining five-year capital plans for commercial properties.
• Background in supporting capital improvements and construction-related activities at commercial properties.
• Experience managing tenant build-out or upfit projects and coordinating contractor access.
• Exposure to environmental audits and familiarity with maintaining