Commercial Property Management Administrative Assistant

Job Title: Commercial Property Management Administrative Assistant

Company: Red Tail Commercial

Location: This is a remote position for candidates currently residing in the Midwest or East Coast regions of the United States

Employment Type: Full-Time

Starting Pay: $60,000 annually

Supervisor: Regional Property Manager

Benefits & Perks

• Comprehensive Insurance Coverage: 100% of employee-only premiums covered for medical, dental, vision, and life insurance.
• Health Savings Account (HSA) & Flexible Spending Account (FSA): Access to HSA and FSA options to help manage eligible healthcare expenses and maximize tax-advantaged savings.
• 401(k) Retirement Plan: Build toward your financial future with a company-matched 401(k) retirement savings plan.
• Paid Time Off: Paid time off (PTO), sick time, and paid holidays to support work-life balance and personal well-being.
• Employee Discounts: Access to employee discount programs and exclusive savings on eligible products and services.
• Remote Work Flexibility: Enjoy the convenience of working remotely while collaborating with a supportive property management team.
• Professional Development: Opportunities for continued learning and growth through company-sponsored educational programs.

Job Description:

The Commercial Administrative Assistant will assist with the day-to-day operations of commercial properties located in the Midwest and East Coast, providing administrative support and ensuring the smooth operation of the properties. The responsibilities include, but are not limited to:

Administrative

• Post all payments (ACH and lockbox reports)
• Assist in preparation of monthly reports for Financial Review. Ensure monthly rent increases are correct/variances correct
• Post monthly rents and send out monthly tenant statements
• Create charge batches as necessary to bill-back/credit accounts
  • Late Fee Credits/Reversals
  • Tenant reimbursements (bill-backs)
  • Tenant direct billing
• Compile/send gross sales reporting
• Create delinquency report for portfolio in preparation of defaults
• Process all invoices. Correspond with vendors if invoices need any changes.
• Obtain W9’s/COI’s for new vendors
• Prepare vendor service contracts
• Set up new property folders as necessary
• Assist with creation of annual property budgets
• Assist with completion of annual CAM reconciliations
• Coordinate tenant maintenance requests as needed
• Vendor COI tracking

Lease Admin

• Assist with preparing and obtaining Verification Letters
• Assist in processing all move in/out documents
• Maintain updated contact info for tenants in Yardi
• Assist in any estoppels, SNDA’s, pertinent lease documentation as required
• Prepare and send default notices
• Assist in Aged Receivable collections
• Tenant COI tracking

Essential Functions:

• Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail.
• Ability to operate remotely/independently and within typical business operating hours.
• Provide exceptional customer service, responding to tenant needs in a timely and professional manner.
• Communicate clearly and professionally with tenants, vendors, and team members.
• Demonstrate strong organizational and time management skills.
• Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns.
• Coordinate and prioritize tasks effectively in a busy environment.

Special Requirements:

Physical Demands:

• Regularly required to sit, stand, walk, talk, hear, and use hands, legs, back, arms.
• Vision requirements include the ability to use close vision, distance vision, color vision, depth perception, and focus adjustment.
• Must be able to detect auditory or visual alarms.
• Flexible hours may include nights, weekends, and occasional holidays for special events or emergencies.

Attendance/Travel:

• As needed

Qualifications:

Education:

• High school diploma or equivalent required.

Experience:

• Minimum of 2 years of administrative assistant experience, preferably in a property management or commercial office setting.

Computer Skills:

• Intermediate to advanced proficiency in MS Word, Excel, and Outlook.
• Proficiency with general computer and internet use.
• Yardi experience a plus.

Other Skills:

• Strong organizational, administrative, and time management skills.
• Ability to work independently with minimal supervision
• Consistently takes initiative to drive projects forward and takes ownership of responsibilities
• Proficiency in basic mathematical functions for invoice processing and rent payment posting.
• Ability to handle a high volume of tasks with a focus on customer service and efficiency.

Learning & Development:

• Ongoing commitment to professional growth through company-sponsored educational programs.

Red Tail Commercial, LLC. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

#RTC