Commercial Property Manager VA

The Commercial Property Manager VA supports the day-to-day operations of a commercial property in Indianapolis, managing leasing, tenant requests, maintenance, property information, and documentation without constant supervision.

You will handle multiple active workflows simultaneously, including prospective tenant and application activity, lease paperwork, move-ins and move-outs, maintenance requests, vacancy updates, floor plan changes, tenant concerns, events, and property documents. This role requires consistent follow-through: identifying next steps, gathering missing information, coordinating with tenants, vendors, architects, and the property team, and tracking each item through completion.

This is an execution-heavy role for someone who can work independently, manage competing priorities, and make sound decisions about when to act, when to follow up, and when to escalate. You should not need a daily task list to stay productive or wait for someone else to tell you the next step.

Core Responsibilities

Property Marketing and Vacancy Updates

• Keep commercial vacancies current on LoopNet MLS, including unit status, availability, renovations, and other relevant property information.
• Coordinate with the current architect when floor plans need to be updated due to property or unit changes.
• Maintain accurate unit information across property marketing materials and internal records to prevent outdated vacancy information.
• Eventually take ownership of updating floor plans using AutoCAD or another floor plan editing tool.

Leasing Support

• Support the screening of new rental applications by gathering, organizing, and reviewing required information before moving the application to the next step.
• Communicate with prospective tenants and applicants throughout the leasing process and respond promptly to questions or missing information.
• Assist with preparing lease documents and associated paperwork, ensuring completeness and organization.
• Coordinate lease signings and follow up on outstanding documentation to prevent paperwork stalls.
• Coordinate move-in and move-out processes, ensuring necessary information, documents, and follow-ups are completed.
• Support lease renewal activity by tracking upcoming renewals and coordinating next steps.

Maintenance and Work Order Management

• Gather sufficient information from tenants reporting maintenance issues to determine the appropriate next steps and avoid sending incomplete information to the property team or vendors.
• Coordinate with internal teams and vendors for repairs or maintenance.
• Track open maintenance requests through completion and follow up on delayed vendor responses or repairs.
• Keep work order information current so the team can see reported issues, who is handling them, pending actions, and resolution status.
• Escalate issues when information is insufficient, decisions require authority outside your scope, or progress stalls.

Document Control

• Develop and maintain standardized formats for forms and documents used across the organization.
• Apply consistent document layouts, fonts, formatting, and readability standards.
• Keep documents organized and accessible to ensure the correct version can be located without unnecessary back-and-forth.
• Manage multiple documents simultaneously while maintaining accuracy and consistency.

Tenant Concierge

• Respond to tenant and guest requests involving common areas, events, Wi-Fi access, and building access.
• Determine required information or actions for each request and coordinate with appropriate personnel or vendors when direct resolution is not possible.
• Plan, organize, and coordinate building events, including vendor coordination and space setup.
• Ensure events and tenant activities comply with applicable building rules and requirements.