Property Management Administrative Assistant

About the role

Trademark Property Company, based in Fort Worth, Texas, is a full-service real estate firm specializing in the development, investment, and management of mixed-use, retail, multifamily, and office properties. Our business is focused on adding value to assets, but our passion is adding value to communities. We don’t just manage properties; we curate experiences.

Job Type & Schedule

This is a full-time, exempt position.

What You’ll Do

• Contract & Vendor Management:
  • Prepare and coordinate bid proposals, service contracts, and operational documents.
  • Manage the bidding process and coordinate with vendors, suppliers, and operations staff to obtain competitive bids.
  • Liaise between staff, vendors, and leadership on contract scope, terms, and negotiations.
  • Ensure contracts are reviewed for accuracy, compliance, and adherence to company standards and guidelines.
  • Maintain digital and hard copies of all contracts and ensure proper documentation accompanies each agreement.
  • Track key contract milestones and renewal dates using a centralized calendar system.
  • Monitor vendor performance, evaluate service quality, and recommend improvements or changes.
  • Conduct cost analyses and identify opportunities to reduce expenses or improve service delivery.
  • Support invoice accuracy and oversee billing procedures related to contracted services.
• Certificates of Insurance (COI) & Compliance:
  • Track, collect, and maintain Certificates of Insurance for all tenants and vendors.
  • Ensure compliance with insurance requirements, issue default notices as necessary.
  • Monitor expiration dates and maintain follow-up systems for renewals.
  • Participate in audits and compliance checks related to tenant/vendor documentation and contract adherence.
  • Facilitate issuance of licensee violation fees (operating hours, trash, signage, etc.).
• Sustainability & ESG Reporting:
  • Lead and support sustainability efforts in alignment with ESG standards and company goals.
  • Prepare and maintain sustainability-related reports and forms (e.g., Goby, Code Green, IREM, CalPERS compliance).
  • Collaborate with tenants and operations to identify and implement sustainable practices.
  • Track and report on sustainability metrics to meet ownership and partner expectations.
• Administrative & Operational Support:
  • Maintain a professional and organized office environment for the management team.
  • Manage inventory control and ensure proper documentation is prepared for ownership.
  • Prepare tenant communications as needed.
  • Participate in team meetings, serve as a point person for special administrative projects, and provide general support across departments.
  • Promote and foster strong relationships with tenants, contractors, vendors, and corporate partners.
  • Provide clerical and other office administrative support duties for staff, including tasks related to the workload of the Management Team.

What You'll Bring to the Table

• Experience: 5+ years of proven experience in an administrative or executive support role, specifically within property management or commercial real estate.
• Advanced Microsoft Office Mastery:
  • Outlook: Mastery of complex scheduling across multiple time zones, delegate access management, and advanced inbox rules/automation.
  • Excel: Advanced ability to perform data analysis using VLOOKUP/XLOOKUP, Pivot Tables, and logical formulas (IF, SUMIF) to track vendor costs and ESG metrics.
  • Word: Expert-level document production, including the professional use of Styles, Section Breaks, and sophisticated Track Changes for contract redlining and executive-level reports.
• Analytical Ability: Proven ability to interpret and analyze complex leases, service contracts, and procedural documents for accuracy and compliance.
• Communication: Personable, polished, and professional with exceptional written and verbal communication skills.
• Operational Independence: Highly organized with the ability to prioritize tasks effectively, work independently, and manage high-pressure deadlines.
• Professionalism: Must maintain a high level of confidentiality and a positive, "can-do" attitude in a fast-paced environment.
• Language: Proficiency in English is required; multilingual (specifically Spanish) is strongly preferred.
• Adaptability: Able to cope with shifting priorities and navigate difficult situations or vendor negotiations with tact.

Compensation & Benefits

We offer a competitive compensation and benefits package designed to support your health, financial security, and work-life balance.

• Medical, Dental, & Vision: Coverage through United Healthcare
• Disability & Life Insurance: Employer-paid short-term/long-term disability and life & AD&D insurance.
• Paid Leave: Up to 4 weeks of paid maternity leave and 2 weeks of paid paternity leave.
• 401k: With a company match of 50% on the first 5% of your contributions.
• Paid Time Off (PTO): 15 days of PTO are accrued from your first full pay period.
• Paid Holidays: You will receive 10 paid holidays per year, plus a paid birthday and 2 paid volunteer days.