Property Manager

Commerical Property Manager

Job Description

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 related documentation and compliance records.
• Experience acting as a liaison during legal proceedings or working with lenders on property-related matters.
• Demonstrated ability to respond to and support operations during natural or socio-economic disruptions.
• Recognition of working within a high-performing culture, including experience contributing to a strong local office team environment.
• Comfort working in a collaborative, cross-functional setting with leasing, construction, finance, and lease administration teams.

Work Environment

This role follows a standard Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m., with occasional flexibility required to address property needs or emergencies. The Property Manager splits time between an office environment and on-site work at commercial properties located in Virginia and South Carolina, with travel to each property at least quarterly for inspections and site visits. The position uses a suite of property management and financial tools, including MRI ERP, AvidXchange accounts payable software, Daychecks, and ID Plans, along with other internal systems for budgeting, reporting, and documentation. The work environment emphasizes collaboration, with regular interaction across leasing, construction, finance, and operations teams, and is supported by a strong local office culture focused on teamwork, professionalism, and continuous improvement.

Contact Me: Catherine Sullivan, Recruiter

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This is a Contract to Hire position based out of Virginia Beach, VA.

The pay range for this position is $40.87 - $45.67/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Virginia Beach,VA.

This position is anticipated to close on Jul 31, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.