Commercial Property Assistant

Position Summary

The Commercial Property Assistant provides comprehensive administrative and operational support to the Property Management team in the day-to-day management of a diverse portfolio of retail, office, medical office, and mixed-use commercial properties. This position is designed as an entry point into a professional Property Management career path, offering hands-on experience across tenant relations, financial reporting, lease administration, vendor management, and property operations.

The ideal candidate is eager to learn the commercial real estate industry, enjoys solving problems, communicates professionally, and demonstrates the initiative to assume increasing responsibility with the goal of advancing to Assistant Property Manager and ultimately Property Manager.

Key ResponsibilitiesTenant & Client Relations

• Prepare and process tenant correspondence, notices, reports, and owner communications

• Coordinate tenant move-ins, move-outs, and ongoing service requests

• Develop and maintain strong, productive relationships with tenants, vendors, clients, and internal teams

Lease & Document Administration

• Maintain organized electronic property files for leases, contracts, amendments, and insurance certificates

• Track and manage Certificates of Insurance (COI) and lease compliance requirements

• Maintain comprehensive logs including Tenant Gross Sales Log, HVAC Maintenance Agreement Log, and lease tracking records

Vendor & Maintenance Coordination

• Obtain and evaluate vendor proposals; assist with contract administration and verification

• Create and manage work orders in property management system; follow up with vendors to ensure completion

• Schedule and track maintenance appointments, including preventive maintenance schedules

• Maintain and schedule annual testing logs for roof, sprinkler, fire panel, backflow, and fire extinguisher compliance

Financial & Administrative Support

• Assist with tenant mailings (Welcome letter, reconciliation packages and TICAM letters)

• Support collections and aged receivables management

• Manage building access control system updates and tenant address changes

Property Operations & Inspections

• Participate in property inspections and prepare detailed follow-up reports

• Monitor property condition and coordinate with vendors for necessary repairs

• Support Property Managers in achieving operational objectives and maintaining property standards

• Provide backup coverage and support on special projects as needed

QualificationsRequired

• 1-3 years of property management experience

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) with advanced Excel skills preferred

• Excellent organizational, communication, and time management skills

• Ability to manage competing priorities while maintaining exceptional attention to detail

• Professional demeanor with strong customer service orientation

• Ability to work independently and take initiative in a fast-paced environment

Preferred

• Commercial real estate or property management experience

• Experience with property management software (MRI, Yardi, AppFolio, or similar)

• Familiarity with AI platforms (Claude, ChatGPT, or similar tools)

• Knowledge of commercial real estate practices

• Basic knowledge of building systems and maintenance operations

Desired Characteristics

• Positive attitude and genuine willingness to learn

• Self-motivated with the ability to work independently and ask for help when needed

• Strong analytical and problem-solving abilities

• Adaptable and comfortable with shifting priorities

• Genuine interest in building a long-term career in commercial property management

Physical Requirements & Work Environment

• Ability to sit for extended periods, use a computer, and work at a desk

• Ability to lift and carry files, documents, and supplies up to 25 pounds

• Must be able to travel between multiple properties in varying weather conditions

• Valid driver's license and reliable transportation required

• Standard office hours; occasional weekend or after-hours support may be required