Commercial Property Manager

Job Title:

Commercial Property Manager

• Reports to: Director of Property Operations
• FTE: Full Time, 37.5 hrs/wk
• FLSA Designation: Nonexempt – Hourly

The Commercial Property Manager (CPM) manages the day-to-day performance of an assigned portfolio within Urban Land Conservancy’s (ULC) diverse real estate portfolio. The CPM leads leasing and lease administration, builds strong tenant relationships, monitors property financial performance, and coordinates with internal staff and external vendors to support well-operated properties that advance ULC’s mission and benefit nonprofit tenants and surrounding communities.

The CPM independently manages an assigned portfolio as a member of ULC’s Asset Management Team.

Key responsibilities include:

Leasing and Tenant Acquisition

• Oversee the marketing, showing, and leasing up of vacant office suites, either utilizing in-house capacity or in collaboration with leasing agents/companies.
• Develop and implement leasing strategies to reduce vacancy and stabilize underperforming properties.
• Identify prospective tenants whose proposed use aligns with ULC’s mission and is compatible with existing building operations.
• Negotiate and execute mutually beneficial lease terms with prospective tenants, with guidance from the Director of Property Operations.
• Quickly obtain bids for tenant improvements to be used in lease negotiations.
• Obtain, review, and approve tenant applications in accordance with established criteria, including financial capacity, nonprofit status when applicable, permitted use, and compatibility with existing building operations.
• Clearly explain tenant and landlord responsibilities to the tenant and appropriate maintenance staff before lease execution.
• Prepare accurate lease drafts for review by other property managers and review lease drafts prepared by colleagues for accuracy, consistency, and completeness.

Lease Management

• Understand, summarize, and enforce lease terms.
• Create, execute, and file all necessary lease documents.
• Maintain complete and current lease records and ensure property and lease data are entered accurately in Yardi.
• Ensure tenants, ULC maintenance staff, and vendors understand their respective repair and maintenance responsibilities under each lease.
• Negotiate and manage the lease renewal process.

Property Management

• Create and manage strong working relationships with tenants.
• Maintain current building operations documentation, including access and security procedures, emergency response plans, shared-space protocols, key schedules, and lock-box records.
• Conduct regular property inspections; identify maintenance, life-safety, and capital improvement needs; document findings; and coordinate follow-up with maintenance staff, vendors, and the Director of Property Operations.
• Prepare annual property revenue budgets and periodic forecasts in coordination with the Director of Property Operations and other appropriate staff.
• Monitor property financial performance, including revenue, vacancy, delinquencies, operating expenses, and net operating income, and develop and implement corrective strategies when performance varies from budget.
• Identify and implement programs that benefit nonprofit tenants and strengthen the value of tenancy at ULC properties.
• Provide day-to-day direction and oversight to an Assistant Property Manager, if assigned, including delegation, coordination, and review of work.
• Ensure communication with tenants is clear, consistent, and culturally appropriate to the populations served.
• Coordinate tenant onboarding and move-in activities, ensuring tenants understand their lease obligations, building rules, emergency and security procedures, maintenance-request process,…