Property Management Administrative Assistant

Job Title

Trademark Property Company, based in Fort Worth, Texas, is a full-service real estate firm specializing in the development, investment, and management of mixed-use, retail, multifamily, and office properties.

We aren't just about square footage or leasing rates. We are in the business of placemaking and turning ordinary spaces into community hubs places where people want to be, connect, and experience something special.

Our business is focused on adding value to assets, but our passion is adding value to communities. We don't just manage properties; we curate experiences. If you want a career that is as dynamic and vibrant as the places we create, you're looking in the right place.

Job Type & Schedule

This is a full-time, exempt position.

What You'll Do

Contract & Vendor Management

• Prepare and coordinate bid proposals, service contracts, and operational documents.
• Manage the bidding process and coordinate with vendors, suppliers, and operations staff to obtain competitive bids.
• Liaise between staff, vendors, and leadership on contract scope, terms, and negotiations.
• Ensure contracts are reviewed for accuracy, compliance, and adherence to company standards and guidelines.
• Maintain digital and hard copies of all contracts and ensure proper documentation accompanies each agreement.
• Track key contract milestones and renewal dates using a centralized calendar system.
• Monitor vendor performance, evaluate service quality, and recommend improvements or changes.
• Conduct cost analyses and identify opportunities to reduce expenses or improve service delivery.
• Support invoice accuracy and oversee billing procedures related to contracted services.

Certificates of Insurance (COI) & Compliance

• Track, collect, and maintain Certificates of Insurance for all tenants and vendors.
• Ensure compliance with insurance requirements, issue default notices as necessary.
• Monitor expiration dates and maintain follow-up systems for renewals.
• Participate in audits and compliance checks related to tenant/vendor documentation and contract adherence.
• Manages reporting as it pertains to Asset Partner - Monthly, quarterly, annual reporting, tasks, forms - Inventory, RCP compliance etc.
• Facilitates issuance of licensee violation fees (operating hours, trash, signage, etc.).

Sustainability & ESG Reporting

• Lead and support sustainability efforts in alignment with ESG standards and company goals.
• Prepare and maintain sustainability-related reports and forms (e.g., Goby, Code Green, IREM, CalPERS compliance).
• Collaborate with tenants and operations to identify and implement sustainable practices.
• Track and report on sustainability metrics to meet ownership and partner expectations.

Administrative & Operational Support

• Maintain a professional and organized office environment for the management team.
• Manage inventory control and ensure proper documentation is prepared for ownership.
• Prepare tenant communications as needed.
• Participate in team meetings, serve as a point person for special administrative projects, and provide general support across departments.
• Promote and foster strong relationships with tenants, contractors, vendors, and corporate partners.
• Provides clerical and other office administrative support duties for staff, including tasks related to the workload of the Management Team.
• Other duties as assigned.

Requirements

What You'll Bring to the Table

• Experience: 5+ years of proven experience in an administrative or executive support role, specifically within property management or commercial real estate.
• Advanced Microsoft Office Mastery:

1. Outlook: Mastery of complex scheduling across multiple time zones, delegate access management, and advanced inbox rules/automation.
2. Excel: Advanced ability to perform data analysis using VLOOKUP/XLOOKUP, Pivot Tables, and logical formulas (IF, SUMIF) to track vendor costs and ESG metrics.
3. Word: Expert-level document production, including the professional use of Styles, Section Breaks, and sophisticated Track Changes for contract redlining and executive-level reports.

• Analytical Ability: Proven ability to interpret and analyze complex leases, service contracts, and procedural documents for accuracy and compliance.
• Communication: Personable, polished, and professional with exceptional written and verbal communication skills.
• Operational Independence: Highly organized with the ability to prioritize tasks effectively, work independently, and manage high-pressure deadlines.
• Professionalism: Must maintain a high level of confidentiality and a positive, "can-do" attitude in a fast-paced environment.
• Language: Proficiency in English is required; multilingual (specifically Spanish) is strongly preferred.
• Adaptability: Able to cope with shifting priorities and navigate difficult situations or vendor negotiations with tact.

Compensation & Benefits

We offer a competitive compensation and benefits package designed to support your health, financial security, and work-life balance.

• Medical, Dental, & Vision: Coverage through United Healthcare
• Disability & Life Insurance: Employer-paid short-term/long-term disability and life & AD&D insurance.
• Paid Leave: Up to 4 weeks of paid maternity leave and 2 weeks of paid paternity leave.
• 401k: With a company match of 50% on the first 5% of your contributions.
• Paid Time Off (PTO): 15 days of PTO are accrued from your first full pay period.
• Paid Holidays: You will receive 10 paid holidays per year, plus a paid birthday and 2 paid volunteer days.

Does this sound like a place you'd want to work? If so, we invite you to apply!