OWNER WORKFLOW GUIDE
How to self-manage a small commercial property
A realistic operating system for owners handling a small strip center, office building, or mixed commercial property.
Self-management works best when the owner separates repeatable financial administration from physical, legal, and specialist work that should still be delegated.
Set up the property record
List every leasable space, occupancy status, tenant contact, lease document, current balance, security deposit, and critical date. Add a HOUSE allocation for costs that belong to the property rather than a tenant.
Build a weekly collection rhythm
Begin the month with expected charges, update full and partial payments as they arrive, review past-due balances after the grace period, and record every fee or waiver decision beside the tenant communication.
Create repeatable banking rules
Categorize property transactions and decide whether each amount belongs to one tenant, selected tenants, all tenants, or HOUSE. Remember common vendors, but require review for uncertain or unusual charges.
Review CAM throughout the year
Do not wait until year-end to discover that transactions were misclassified. Review monthly recoverable spending, tenant allocation, excluded amounts, and the rolling estimate while the underlying activity is still familiar.
Delegate the right work
Maintain relationships with appropriate contractors, an attorney, accountant, insurance professional, and broker. Use them for emergencies, field supervision, formal notices, tax treatment, claims, and leasing—not for routine information retrieval.
- Emergency and inspection coverage
- Approved vendor list
- Legal escalation path
- Accounting and tax calendar
- Renewal and vacancy plan
Close with an owner view
Each month, review open balances, collections, cash inflows and outflows, CAM spending, upcoming lease dates, and unresolved tenant matters. A short exception list is more sustainable than checking every record repeatedly.