Commercial Property Manager in Indianapolis, Indiana at HOLLADAY PROPERTY SERVICES MID WEST INC

The Property Manager is responsible for the daily operations, maintenance and reporting of Holladay’s owned commercial real estate portfolio and 3rd party customers. This role integrates the financial and strategic leadership of Asset Management with supporting the Property Management function for assigned assets.

This individual supports the property management, asset managers and officer development teams, ensuring real estate management aligns with asset business plans and Holladay’s HOPs (Holladay Operating Policies).

The ideal candidate blends analytical rigor with operational insight—able to drive asset value while fostering a culture of service, accountability, and performance.

Essential Duties & Responsabilités

Tenant Relations

•Interact and correspond with tenants to answer questions, address problems or complaints, as it relates to the operations of each property assigned.

•Log service request submitted by tenants and or customers; track and follow up with tenant to ensure issues are resolved.

•Work with Assist Property Manager to have the assist with communicating and coordinating service with tenants.

•Prepare tenant welcome letters, memos, notices and lease correspondence

•Assist in the preparation of tenant appreciation, company and office social events.

Facility Management

•Maintain all building systems such as, but no limited to: access/ key fob systems, mechanical systems,

•Conduct regular property inspections and oversee timely corrective action with tenants and budgeted expenditures.

•Solicit bids for services to be performed at the property. Manage vendor service contracts. Maintain current vendor list. Obtain vendor COI’s, business licenses and W-9 on all Vendors.

•Manage and monitor all utility services such as: electric, gas, water, sanitary, trash, recycling and telecommunications that serve the property.

•Interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements.

•Supervise Maintenance Technicians and Building Engineers that are assigned to properties within your market. Assign, reviewed and close our work orders that the technician complete. Review employees payroll. Approve timecards each payroll period. Revie and approve expense reports that the Maintenance Technicians and Building Engineers submit.

•Utilize the web-based program (Yardi) software for building information and preventative maintenance work order system.

•Document incidents and work with Risk Management is managing all liability claims that occur at the property.

Lease Administration

•Responsible for administrative tasks including filing and organizing lease documents electronically in SharePoint to be accessible.

•Maintain and keep up-to-date tenant contact lists on file and in Yardi.

•Manage tenant (COI’s) certificate of insurance, track expirations dates, ensure coverage limits are consistent with the lease requirements and store a copy of all COI’s on file.

•Support leasing teams in negotiating and reviewing lease agreements, execute new lease agreements, lease renewals, lease assignments and lease terminations.

Financial Reporting

•Review and report on monthly, quarterly, and year-end property performance, including NOI, leasing velocity, occupancy, expenses, capex progress, and budget-to-actual variances.

•Submit, code and approve all accounts payable due for the property through the use of the appropriate account’s payable software.

•Monitor, review and collect all outstanding accounts receivable owed to the property on a regular basis.

•Assist with refinancing, disposition preparation, reinvestment analysis, and internal financial modeling efforts.

•Ensure internal systems and dashboards reflect accurate and timely data and support cross-department reporting.

Culture & Organizational Excellence

•Demonstrate and promote Holladay’s Mission and ENRICH values in all daily interactions.

•Communicate strategy clearly to property-level and regional teams, ensuring alignment and follow-through.

•Participate in strategic planning efforts and cross-department initiatives that improve operational performance and data quality.

Holladay Mission and Values:

All associates are expected to live Holladay’s Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below:

Mission: Enriching lives through investment and service

Key Performance Indicators (KPI’s)

• Net Operating Income (NOI) Performance Against Budget
• Driving continuous improvement while upholding strong financial integrity in operations for each property assigned. P
• Preventive Maintenance & Safety Compliance
• Prioritizes well-being, and operational integrity by ensuring safe, well-maintained environments for tenants and customers.
• Community Engagement & Tenant Programming Participation
• Participate in or coordinate at least 2 community or tenant engagement events per year (e.g., appreciation events, charitable initiatives, networking gatherings)

· ENRICH Values:

Entrepreneurial

• Operational innovation: Implement smarter building processes, energy-saving strategies, and technology-driven efficiencies.
• Asset-minded leadership: Manage the property as an investment—balancing NOI growth, tenant retention, and long-term asset value.

Nurture

• Strengthen tenant partnerships: Proactively support tenant operations, understand their business needs, and anticipate issues before they escalate.
• Develop staff and vendors: Provide clear guidance, feedback, and support to maintenance teams, cleaning crews, and security partners.
• Mentor junior team members: Help assistant property managers and coordinators grow technically and professionally.

Respect

• Professional, transparent communication: Be responsive on a consistent basis in all associate, tenant, vendor, and owner interactions.
• Conflict competence: Resolve disagreements calmly, factually, and with the goal of maintaining long-term relationships.

Integrity

• Accurate financial management: Ensure precise budgeting, CAM reconciliations, tenant billings, and financial reporting.
• Contractual compliance: Uphold lease terms, safety codes, procurement rules, and fair bidding practices.
• Ethical stewardship: Make decisions that protect the owner’s investment, tenant trust, and company reputation.

Community

• Strengthen the building community: Host tenant appreciation events, promote networking, and foster positive building culture.
• Local engagement: Participate in Holladay’s charitable, volunteer, and community-oriented initiatives.
• Enhance reputation: Represent Holladay professionally within local business networks, chambers, and associations

Health

• Ensure building safety and wellness: Oversee compliance with life-safety codes, environmental standards, and cleaning protocols.
• Prioritize preventative maintenance: Keep mechanical systems, roofs, and life-safety components in top condition to reduce risk.
• Safeguard tenant operations: Minimize downtime, maintain reliable building systems, and ensure secure and accessible facilities.

Working Conditions & Physical Requirements

• Travel required to assigned properties
• Ability to walk properties, evaluate building systems, and assess physical conditions.
• Ability to respond to operational issues or emergencies as needed.

Qualifications:

Education & Credential

•Minimum of 2 years of experience in real estate management.

•Associate and or Bachelor’s degree required (Finance, Real Estate, Accounting, Business preferred).

•Knowledge of real estate, operations, and budgeting.

Experience and Skills

•Strong leadership and motivational abilities, team player

•Must have attention to detail, ability to multi-task, and excellent organizational skills

•In pursuit of CPM/RPA designation or candidate (preferred)

•Computer skills (Word, Excel, Outlook) and MRI helpful

•Employee spends a considerable amount of time engaged in communication with others

•Must have excellent communication and listening skills

•Valid Driver’s license, proof of insurance, and clean MVR report