Administrative Assistant, Property Management

About the role

This position provides administrative support to the Property Management Department, helping supervisors and the department fulfill the company’s goals.

Responsibilities

• Assist tenants in a courteous, professional, and timely manner
• Review, research, and code invoices for payment according to the operating budget; submit to manager for approval in a timely manner
• Collect updated tenant information as necessary and distribute appropriately
• Assist Property Manager with preparation of the annual operating budget
• Assist Property Accountants with tenant accounting issues as directed by their supervisor
• Assist Tenant Coordinator in property and tenant-specific requests, including adherence to life safety policies and protocols
• Work independently and within a team on special, nonrecurring, and ongoing projects
• Prepare forms for specialty leasing deals, open, close, and possession notices
• Prepare vendor contracts, tenant bill backs, and zero-dollar re-classes
• Update tenant and vendor contact sheets, utility spreadsheets, tenant opening schedules, and lockbox locations
• Coordinate the transfer of utility accounts to and from the Landlord’s name; provide utility information to the Construction Department as needed
• Perform general administrative duties and other tasks as assigned by the supervisor

Requirements

• High school degree or equivalent
• 3–5 years of office experience in an administrative support position
• Real estate knowledge preferred
• Strong verbal and written communication, customer service, time management, and decision-making skills
• Ability to work professionally with all levels of the organization and external contacts
• Proficiency in MS Word, Excel, Outlook, and PowerPoint; ability to learn JDE, Avidxchange, Building Engines, Nexus, Salesforce, and eBuilder
• Ability to create, manipulate, and maintain databases
• Strong organizational skills and ability to manage multiple projects
• High attention to detail, personal initiative, and adaptability to new assignments and situations
• Ability to produce error-free work
• Reliable, on-time attendance

Benefits

• Hybrid work schedule (first three days of the week in the office, balance remote optional)
• Competitive pay based on background and responsibilities
• Comprehensive benefits and perks package supporting career engagement, growth, health, and team connection