Property Management Administrative Assistant

KEY RESPONSIBILITIES

• Serve as a primary point of contact for tenant inquiries, service requests, and day-to-day communications, ensuring prompt and professional responses
• Coordinate move-in and move-out procedures, including property inspections and security deposit administration
• Prepare and distribute tenant correspondence including notices, invoices, and annual operating expense (CAM) reconciliation statements

• Coordinate routine and emergency maintenance requests with vendors, contractors, and building engineers, ensuring timely resolution
• Track and maintain inspection schedules for fire sprinkler systems, fire alarms, backflow devices, fire hydrants, elevators, and other life-safety equipment
• Obtain vendor proposals and assist in bid comparison, contract review, and vendor selection processes
• Collect and maintain up-to-date certificates of insurance from all contractors and vendors performing work at properties
• Support the management of construction projects

• Prepare monthly and quarterly management reports including occupancy summaries, variance analysis, etc.
• Maintain accurate records of vendor contracts, purchase orders, and work orders within the property management system

• Ensure properties remain in compliance with local, state, and federal codes, ordinances, and life-safety regulations
• Track all required periodic inspections and licenses; follow up to confirm deficiencies are corrected and reports are properly filed with applicable authorities
• Maintain and monitor tenant certificates of liability insurance; follow up on renewals and endorsements
• Assist in coordinating emergency response procedures and maintain current emergency contact lists for all properties

• Manage incoming and outgoing correspondence, phone calls, and emails related to property operations
• Organize and maintain digital and physical filing systems for property records, contracts, leases, and reports
• Prepare meeting agendas, take accurate minutes, and follow up on action items with appropriate team members
• Provide general administrative support to the Property Manager and senior leadership as needed

MINIMUM QUALIFICATIONS

• Associate's or Bachelor's degree in Real Estate, Business Administration, or a related field preferred; equivalent combination of education and experience will be considered
• 1–3 years of experience in commercial real estate, property management, or a related administrative role preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with property management software such as Yardi, Sage, AppFolio, or similar is a plus
• Familiarity with commercial lease structures, CAM reconciliations, and standard real estate terminology
• Valid driver's license and reliable transportation; ability to conduct on-site property visits if needed