Property Operations Manager

Bookkeeper/Administrative Assistant

Bookkeeper/Administrative Assistant Responsibilities:

Property Administration & Lease Coordination

Manage lease renewal administrative processes end-to-end, including deal sheet preparation, document coordination with the AI lease platform, DocuSign management, and rent roll updates

Assist with lease documentation, amendments, and tenant correspondence

Answer and manage incoming calls and tenant communication with judgment about routing and escalation

Coordinate maintenance requests and vendor scheduling across properties

Maintain organized electronic files, lease records, and property documentation

Serve as the central knowledge source for property, tenant, lease, and vendor history; answer frequent operational questions and connect current issues to prior decisions

Financial Controls & Accounts Management

Review and categorize invoices for proper entity allocation, service address verification, CAM/non-CAM classification, and vendor history before QuickBooks entry

Flag vendor exceptions, allocation discrepancies, and approval routing issues; route items to the appropriate approval authority

Maintain awareness of vendor-specific allocation patterns and multi-property expense splits to ensure accurate CAM/NNN treatment

Manage accounts receivable by logging rent payments, verifying amounts against lease schedules, identifying short or late payments, and escalating tenant issues

Add issued checks to the daily register and support ownership's visibility into cash position and transaction activity

Manage and verify service addresses, vendor histories, and entity allocations to prevent misallocation patterns CAM/NNN Revenue Recovery & Tenant Billing

Own the year-end CAM/NNN revenue recovery process, including compilation of underlying support documentation and preparation of tenant reimbursement invoices and revised payment schedules

Categorize CAM and non-CAM expenses throughout the year to ensure year-end calculations are accurate and efficient

Track tenant receipt and payment of revised NNN invoices; identify tenants paying at old rates and provide balance updates

Monitor whether tenants are paying according to updated schedules and escalate discrepancies to ownership

Analyze property expenses and tax changes that will affect future NNN amounts and integrate them into future planning

Property Tax Appraisal, Protest & Compliance

Track annual property tax appraisal notices, log values, and compares against prior years

Categorize appraisal increases by risk level and analyze county-level trends

Coordinate with the property tax attorney to ensure protests are filed and deadlines are met, including May 15 deadline tracking

Provide supporting documentation to the property tax attorney as requested, including P&L data

Track hearing schedules, outcomes, and settlement results; enter results into tracking systems

Review actual property tax bills and enter them into QuickBooks when actionable; flag bills for attorney follow-up when further action is required

Summarize property tax impact for ownership decision-making on acceptance, arbitration, or litigation

Insurance & Compliance Tracking

Track annual and seasonal insurance renewals for commercial and personal properties

Review insurance renewal documents and compare against prior policies for coverage, premium, and exclusion changes

Manage accounts payable processing for insurance policies, including entity allocation and pro-rata shares

Identify material policy changes, unusual premium shifts, or coverage questions requiring ownership attention

Track franchise tax filings, compliance deadlines, licensing renewals, and brokerage requirements

Maintain calendar visibility for mission-critical filing dates and assist with deadline coordination

Reporting & Decision Support

Prepare monthly late rent reporting and lease renewal/expiration reviews for ownership visibility

Provide ad hoc reports on tenant issues, vendor problems, property tax impact, and insurance renewal status

Translate operational and financial detail into actionable summaries for ownership decision-making

Maintain visibility on open issues and escalate items requiring ownership direction

Daily Operations & Communication

Sort incoming mail daily; route business mail appropriately and escalate certified mail or regulatory notices immediately

Manage office supplies, file organization, and document scanning/filing flow

Coordinate office cleanings and facility maintenance as needed

Receive and triage external calls, emails, and inquiries from tenants, vendors, and service providers, determining appropriate handling and escalation based on issue type and urgency

Collaboration & Coverage

Work in tandem with the Family Assistant on matters that touch both business and family operations, such as personal property maintenance that impacts business categorization

Provide backup coverage for routine Family Assistant responsibilities during periods of heavy property management activity or when the Family Assistant is unavailable

Maintain awareness of business-critical deadlines and family logistics so continuity is preserved if either team member is out

Qualifications

High level of integrity and discernment

Ability to maintain strict confidentiality

Positive attitude and strong work ethic

Loyalty and long-term mindset

Strong organizational skills, attention to detail, and willingness to learn

Proficiency in Microsoft Office applications, particularly Excel, and QuickBooks

Professional written and verbal communication

Valid Texas driver's license and reliable transportation

Ability to work independently and take initiative

Comfort with financial/bookkeeping concepts and vendor/property allocation logic

Qualifications (preferred)

46 years of administrative, bookkeeping, or property management experience

Experience in commercial real estate or property management

Experience with lease administration, CAM/NNN processes, or property accounting

Experience supporting a business owner or family office

Familiarity with QuickBooks or similar accounting software