Property Management Administrative Assistant

The Property Management Administrative Assistant is a meticulous and collaborative professional who drives operational efficiency across our property and asset management leadership teams. Serving as a central administrative anchor for five to six regional properties, you will seamlessly balance high-level executive support—such as calendar management, travel coordination, and presentation design—and essential property-level workflows, including compliance tracking, invoice routing, tenant relations, and portfolio sustainability (ESG) data entry. Key Responsibilities 1. Property Operations & Tenant Relations Day-to-Day Operations: Assist the property management group with general field operations, tracking specialized workflows (such as scheduling and monitoring roof leak repairs), and coordinating tenant maintenance requests. Tenant & Vendor Onboarding: Facilitate smooth property transitions by creating UPS labels, mailing tenant notification letters, following up on returned letters, assisting with onboarding of new tenants and vendors, maintaining current property and vendor contact directories, and entering tenant contact data into the requested format for the annual tenant satisfaction survey. Stewardship & Communications: Communicate with tenants regarding facility work, route guest safety concerns to contracted security providers, call utilities for disconnection or late notices as needed, review, send quarterly tenant communications to update employee parking records, and save quarterly property inspections in Box while following up with teams on late submissions. 2. Financial Control & Lease Administration Invoice & Ledger Management: Code and enter weekly property invoices into accounts payable systems, review monthly water submeter data, reconcile property credit card ledgers with supporting documentation, check departmental mail daily, and send checks to the appropriate lockbox. Revenue Accounting Support: Retrieve monthly retail sales sheets, compile performance data, prepare quarterly tenant billback invoices for non-recurring charges, and assist with annual tenant escalation and reconciliation letters. Contract Compliance/Maintenance: Compile, track and maintain all service contracts. Ensure all expiring contracts are renewed or proper notice sent to Contractor. Assist in ensuring the procedures for each assigned property related to the execution of Service Contracts is followed. Compliance Actions: Maintain the digital repository for tenant and vendor Certificates of Insurance (COIs), auditing policies for compliance and drafting tenant default notices as required. Regulatory Reporting: Coordinate data collection and assist with the formal submission of annual municipal 380 Agreements for assigned assets. Utility Aggregation: Collect and archive portfolio-wide utility invoices in Box, and input monthly consumption variables into the Energy Star Portfolio Manager database. Systems Configuration: Set up new Energy Star Portfolio Manager accounts, map utility meters, initiate data downloads, and generate property breakout invoices from quarterly ESG billing. Internal Training: Serve as a technical resource, training new property personnel on how to properly input utility metrics to meet ownership sustainability standards. #J-18808-Ljbffr Trademark