Office & Leasing Administrator

Job Description

Job Description

We are looking for a dependable Office & Leasing Administrator to help oversee daily administrative activity for a commercial real estate portfolio in Pittsburgh, Pennsylvania. This Long-term Contract position works closely with leasing and operations leadership to keep office workflows, tenant communication, and property records organized and up to date. The role is fully onsite and is well suited for someone who can balance detail-heavy coordination with responsive day-to-day support across multiple teams.

Responsibilities:
• Act as a central point of contact for tenants, vendors, and internal staff, ensuring questions and requests are directed and resolved efficiently.
• Provide administrative support across retail, office, and industrial properties by managing documents, correspondence, and routine operational tasks.
• Organize and maintain paper and electronic records, including lease files, tenant documents, and other property-related materials.
• Assist with leasing coordination by preparing paperwork, monitoring document status, and helping keep transaction details accurate and current.
• Contribute to marketing efforts by updating property listings, revising promotional content, and helping maintain accurate information on the company website.
• Support tenant move-ins by coordinating required documentation, confirming readiness for occupancy, and assisting with utility setup arrangements.
• Help manage lease-end and move-out activity by preparing notices, tracking required paperwork, and supporting an orderly transition process.
• Monitor insurance certificates, compliance records, and key lease dates such as renewals, expirations, and other important deadlines through organized tracking tools.
• Provide administrative assistance to accounting, facilities, and executive leadership, including preparing materials for meetings, maintaining office supplies, and coordinating general office needs.• At least 1 year of experience in an administrative, office support, or leasing coordination role.
• Strong organizational skills with the ability to manage records, schedules, and multiple priorities with accuracy.
• Experience handling administrative assistance duties in a detail-focused office environment.
• Comfortable answering inbound calls and responding to routine inquiries in a courteous, service-oriented manner.
• Proficiency with data entry and spreadsheet tracking, with close attention to detail.
• Ability to work onsite Monday through Friday and collaborate effectively with cross-functional teams.
• Strong written and verbal communication skills for interacting with tenants, vendors, and internal stakeholders.