Commercial Asset Manager

Job Classification

Job Classification: Full-Time, Exempt, Salaried

Reports To: President / Senior Leadership

Location: Los Angeles, CA (In-Office / In-Field Required)

License: California Real Estate License Required (CA DRE)

Position Summary

Optimus Property Management, Inc. is seeking a senior Commercial Asset Manager to lead the hands-on oversight of our mixed retail portfolio across Los Angeles County. This is an in-office, field-active role. You'll be expected to work from our office three days a week and conduct regular site visits across all commercial properties. You'll serve as the primary point of contact for tenants, brokers, vendors, and lenders, owning everything from day-to-day asset management to leasing strategy and capital projects.

Duties & Responsibilities

• Leasing & Deal Management
• Track all leasing activity and maintain an up-to-date leasing pipeline across the portfolio;
• Conduct weekly outreach to brokers to monitor deal status.
• Work with ownership to review and approve lease terms, renewals, amendments, and concessions.
• Cook up lease and amendment execution;
• Prepare signed-deal summaries for the accounting team.
• Manage all lease renewals across the portfolio and ensure no lease expires without a renewal or replacement strategy in place.
• Cook up property tours, including scheduling, access arrangements, and follow-up.
• Maintain vacancy reports and lease expiration reports; distribute to ownership as needed.
• Oversee broker commission tracking; verify accuracy and ensure timely payment.
• Order floor plans and virtual tours; assist with compiling marketing materials for vacant spaces.
• Draft and execute storage agreements as needed.
• Tenant Relations & Compliance
• Serve as primary point of contact for commercial tenants;
• Address questions, escalated complaints, and lease-related matters.
• Oversee delinquency tracking; proactively reach out to tenants to collect rent and past-due balances.
• Ensure rent is collected from every tenant each month.
• Draft and oversee 3-Day Notices; coordinate unlawful detainer proceedings with legal counsel.
• Draft other legal notices as needed and compile case documentation for attorneys.
• Obtain final approvals from ownership on legal and enforcement matters.
• Financial Reporting & Analysis
• Review monthly financial statements (P&L, rent roll, operating statements, CAM reconciliations) and identify variances.
• Prepare quarterly written narratives summarizing property performance for investors and ownership.
• Absorb rent rolls for lenders and ownership; send lease STATS (option rents, escalations, key dates) to ownership as needed.
• Maintain accurate lease data in AppFolio, including option rents, rent bumps, and expiration dates (manual entry required).
• Run and create financial and operational reports for lenders, brokers, and ownership as requested.
• Aid in building annual property budgets; review vendor payments and monitor budgets throughout the year.
• Monitor NOI, vacancy, and other key metrics in coordination with the accounting team.
• Lender & Capital Project Coordination
• Prepare and submit lender draw request packages, including proof of payments, invoices, draw request forms, and certificates of borrower.
• Cook up tenant improvement (TI) allowance draw requests and reimbursements with tenants.
• Oversee capital improvement plans; review and approve vendor bids and invoices for capital expenditures.
• Walk properties regularly to oversee vendors and contractors on-site; attend construction meetings as needed.
• Gather property-level data (HVAC, roof, electrical, structural, etc.) for due diligence, lender, or acquisition purposes.
• Support acquisitions and sales checklists; ensure all departments complete required tasks at transaction milestones.
• Aid Acquisitions team with detailed property reports covering construction, maintenance, and property management.
• Vendor & Operations Management
• Review and approve vendor bids, invoices, and commercial operating expenses.
• Supervise Maintenance Coordinators as assigned; hold team accountable for organized, deadline-driven, quality output.
• Conduct regular property audits; review tenant files and maintain server organization.
• Create packages for special projects (tax appeals, sanitation appeals, etc.).
• Review daily mail and route to appropriate team members.
• Review and approve move-outs as applicable to commercial tenancies.
• Ownership & Investor Relations
• Hold regular meetings with ownership and internal team as needed to provide portfolio updates.
• Translate financial and operational data into clear narratives, recommendations, and written summaries for investors.
• Provide proactive updates on leasing activity, property issues, and deal status — do not wait to be asked.
• Aid in building budgets and preparing materials during acquisitions.

Experience Required

• Qualifications
• 3–7+ years in commercial real estate asset management, property management, or a closely related role.
• Demonstrated experience with retail and mixed-use commercial assets.
• Hands-on experience managing tenant relationships, lease negotiations, and vendor oversight.
• Experience preparing lender draw packages and coordinating capital improvement projects.
• Financial Skills (Non-Negotiable): Strong ability to read and interpret income statements (P&L), rent rolls, operating budgets, and CAM reconciliations. Proficiency in financial modeling and variance analysis; advanced Excel required. Understanding of valuation concepts including cap rates and NOI. Experience reviewing commercial leases and preparing lease abstracts / STATS.
• Technical Skills: AppFolio proficiency required (or ability to learn quickly); experience with commercial lease data entry. Microsoft 365 (Outlook, Teams, SharePoint, Excel) proficiency. Ability to produce polished written reports, narratives, and owner communications.
• Licenses & Credentials: California Real Estate License (CA DRE) required. Valid driver’s license and reliable transportation for regular property visits across LA County.