Senior Property Manager (Commercial Property Exp)

About Us

OPTIMAL is a property management support company that partners with real estate investors and property managers across North America. We help our clients achieve time, financial, and location freedom through remote property management systems, back-office efficiency, and expert operational support.

OPTIMAL Testimonial Video: drive.google.com/file/d/1odXjOKSF6w64Z-1Srh8NCYXZkpf2s4sW/view

Senior Property Manager (Commercial Property Exp)

Own day to day property operations and supervise the property management function, including an Assistant Property Manager who reports directly to this position. This role should exercise experienced judgment, keep property issues moving, and substantially reduce the need for ownership to manage routine operational matters.

Responsibilities:

• Supervise, train, and direct the Assistant Property Manager and other property management resources,establishing accountability for maintenance, tenant matters, leasing, inspections, vendors, open items, and completion dates.
• Manage residential and commercial maintenance from initial report through verified completion, including vendor selection, scheduling, pricing, supervision, quality control, tenant coordination, and documentation.
• Oversee lease administration across the portfolio, including accurate lease records, critical dates, renewal and option periods, rent increases, expirations, notice requirements, and other material lease obligations.
• Maintain and verify recurring tenant charges in Propertyware, including base rent, CAM, property tax, insurance, and other recoverable expenses, coordinating with the Controller to ensure charges are implemented accurately and timely.
• Monitor tenant and landlord lease compliance, including insurance certificates, required notices, maintenance obligations, use restrictions, reporting requirements, and other material lease provisions, and follow exceptions through resolution.
• Maintain a forward looking property management calendar covering lease expirations, renewals, inspections, compliance requirements, vendor contracts, licenses, recurring testing, and other property specific deadlines.
• Review, approve, and when authorized, pay property level bills and vendor invoices. Confirm that work was authorized, completed, reasonably priced, and charged to the correct property, then coordinate with the
• Controller for reconciliation and financial controls.
• Manage tenant communications, escalations, complaints, notices, leasing, renewals, AIR forms, DocuSign processes, move ins, move outs, delinquency coordination, and operational rent roll information.
• Oversee property inspections, backflow testing, fire protection testing, local licenses, affordable housing requirements, insurance claims, property tax valuation reviews, capital improvements, repairs, construction, and other property specific compliance or operational matters.
• Support CAM reconciliations by interpreting lease requirements, recoverability, allocations, property operations, and supporting documentation, while the Controller owns the accounting calculations and final financial reconciliation.
• Maintain complete and current property records in Dropbox and Propertyware, including leases, amendments, vendor documents, inspections, maintenance records, notices, approvals, correspondence, invoices, and other key records.

Qualifications

• 3+ years of experience in property management, with experience managing both residential and commercial properties.
• Proven experience overseeing day-to-day property operations and managing multiple properties or a portfolio.
• At least 2 years of experience in supervising, training, and managing property management staff.
• Strong knowledge of lease administration, tenant relations, maintenance coordination, vendor management, and property compliance.
• Experience working with U.S.-based properties, tenants, vendors, and clients is highly preferred.
• Proficiency in Propertyware or similar property management software; experience with Dropbox, DocuSign, and other property management tools is a plus.
• Strong understanding of lease terms, renewals, critical dates, tenant charges, CAM, and compliance requirements.
• Experience reviewing vendor invoices, property expenses, and maintenance costs, with strong attention to financial accuracy.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and property issues simultaneously.
• Highly proactive, detail-oriented, and solutions-focused, with strong follow-through on open items.
• Ability to exercise independent judgment and ownership in resolving property management issues with minimal supervision.
• Strong proficiency in English, both written and verbal.

Nice to have:

• Previous experience as an Executive Assistant (EA), with strong administrative, organizational, and calendar management skills.
• Spanish language proficiency is a plus, particularly for communicating with Spanish-speaking tenants, vendors, or clients.
• Experience supporting U.S.-based executives, property owners, or real estate professionals.