Administrative Assistant

Administrative Assistant

A well-established commercial real estate organization is seeking an Administrative Assistant to support the day-to-day operations of two Class A office properties in Austin. This is an excellent opportunity for an administrative professional looking to grow within commercial property management while gaining exposure to budgeting, vendor management, tenant relations, and property operations.

The ideal candidate is proactive, detail-oriented, highly organized, and enjoys taking ownership of their work. This role requires someone who can anticipate needs, solve problems independently, and provide administrative support in a fast-paced environment.

Key Responsibilities

• Provide administrative support for the management and operation of two commercial office properties
• Process and enter invoices accurately and timely
• Prepare contracts, contract addendums, and related documentation using established templates
• Coordinate vendor onboarding and maintain vendor records
• Monitor and maintain Certificates of Insurance (COI) compliance
• Manage third-party vendor and tenant portals, including follow-up communications and updates
• Answer and route incoming phone calls and emails
• Assist with tenant communications and customer service requests
• Coordinate monthly tenant appreciation events, including vendor outreach, ordering refreshments, and event logistics
• Support budgeting and financial administration activities
• Maintain organized property records and documentation
• Assist with special projects and additional administrative functions as needed

Qualifications

• 1-2+ years of administrative experience
• Strong data entry and document management skills
• Experience working with invoices, contracts, or vendor coordination preferred
• Proficiency with Microsoft Office Suite
• Experience with property management software is a plus
• Reliable transportation and ability to travel between local properties as needed
• Associate's or Bachelor's degree preferred

What We're Looking For

• Strong attention to detail and high level of accuracy
• Ethical, dependable, and professional approach to work
• Ability to work independently without constant supervision
• Proactive mindset with strong problem-solving abilities
• Someone who brings solutions, not just problems
• Strong organizational and time management skills
• Excellent communication and customer service abilities
• Desire to learn and grow within commercial property management

Growth Opportunity

This position offers the opportunity to grow into a Senior Property Administrator role and expand responsibilities as the property portfolio continues to grow.

If you're looking for a long-term opportunity with a stable organization that values initiative, accountability, and professional growth, we'd love to hear from you.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.