Commercial Administrative Assistant

Commercial Property Administrative Assistant

Brady Sullivan Properties is seeking a highly organized and detail-oriented Commercial Property Administrative Assistant to join our Commercial Property Division. This position provides administrative and operational support to our commercial property management team and plays an important role in ensuring the day-to-day needs of our properties, tenants, and vendors are handled efficiently. The ideal candidate is a high-energy, dependable professional with a positive attitude, strong attention to detail, excellent communication skills, and a team-oriented work ethic. The ability to multitask, prioritize competing responsibilities, and meet deadlines is essential to success in this role.

Key Responsibilities

• Provide administrative and operational support to commercial property managers.
• Open, dispatch, track, and close commercial maintenance work orders.
• Process tenant invoices for maintenance, utilities, and other applicable charges using property management software.
• Review, organize, and maintain records of commercial utility bills.
• Scan, file, distribute, and mail documents and correspondence as needed.
• Communicate with utility companies to establish, update, transfer, and disconnect accounts and coordinate meter turn-ons and turn-offs.
• Maintain the commercial property calendar and coordinate important dates, appointments, and deadlines.
• Monitor and document on-call messages and ensure appropriate follow-up and responses.
• Manage commercial parking garage accounts and related administrative responsibilities.
• Schedule meetings and appointments using Microsoft Outlook.
• Respond to internal and external inquiries and assist with resolving issues in a timely and professional manner.
• Assist with special projects and other administrative duties as needed.

Qualifications & Skills

• Strong multitasking and prioritization skills with the ability to meet deadlines are essential.
• Excellent time-management, organizational, and follow-through skills.
• Exceptional attention to detail and accuracy.
• Professional and effective written and verbal communication skills.
• Ability to interact tactfully and diplomatically with tenants, customers, vendors, utility providers, and colleagues, including when handling difficult situations.
• Strong problem-solving skills and the ability to take initiative and find practical solutions.
• Advanced proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to compose professional correspondence accurately and independently proofread work.
• Professional appearance and demeanor.
• Ability to learn new software, processes, and procedures quickly.
• Ability to work independently while also contributing effectively to a team.
• Flexibility and willingness to take on special projects and additional responsibilities as needed.