Office & Leasing Administrator

Job Description

Job Description

We are looking for a dependable and organized Office & Leasing Administrator to help manage daily administrative activities for a commercial real estate portfolio in Pittsburgh, Pennsylvania. This Long-term Contract position works closely with leasing and operations leadership to keep office functions, tenant support, and property documentation running efficiently. The role is fully onsite and is ideal for someone who can balance administrative coordination, recordkeeping, and communication across multiple internal and external contacts.

Responsibilities:
• Serve as a central point of contact for tenant questions and coordinate follow-up with appropriate internal team members.
• Provide day-to-day administrative support for a portfolio that includes retail, office, and industrial properties.
• Organize and maintain paper and electronic records, ensuring lease files and tenant documentation remain accurate and accessible.
• Coordinate resolution of property-related concerns by working with tenants, vendors, and internal departments to support timely action.
• Assist with leasing support activities such as preparing documents, monitoring status updates, and tracking important milestones.
• Support marketing efforts by helping update property listings, promotional content, and website information to reflect current availability.
• Facilitate tenant move-ins by gathering required paperwork, coordinating utility setup, and helping ensure readiness before occupancy.
• Assist with move-out and lease-end processes by preparing documentation and helping manage an orderly transition.
• Track insurance certificates, compliance records, lease dates, renewals, and other key deadlines using spreadsheets and administrative tools.
• Provide broader office support, including helping accounting, facilities, leadership, and general office operations with administrative needs and supply coordination.• At least 1 year of experience in administrative support, office coordination, or a similar role.
• Strong organizational skills with close attention to detail and the ability to manage multiple priorities effectively.
• Experience handling administrative tasks such as data entry, document management, and general office support.
• Comfortable communicating professionally by phone, email, and in person with tenants, vendors, and internal staff.
• Ability to work fully onsite Monday through Friday in Pittsburgh, Pennsylvania.
• Proficiency with spreadsheets, digital filing systems, and standard office software.
• Capable of supporting reception-style duties, including answering inbound calls and directing inquiries appropriately.