Executive Office Administrator (Commercial Real Estate)

Criss Cross Commercial Group is seeking a highly organized, proactive, and resourceful Executive Office Administrator to serve as the central administrative and operational support professional for the firm's asset management, development and executive leadership teams. This position is more than an administrative role. It is responsible for keeping projects moving, ensuring deadlines are met, maintaining compliance, coordinating documentation, supporting executive leadership, and creating organizational systems that allow every department to operate efficiently. The ideal candidate anticipates needs before they are communicated, thrives in a fast-paced entrepreneurial environment, enjoys solving problems independently, and possesses exceptional attention to detail. Success in this position will be measured by organization, responsiveness, accuracy, communication, initiative, and the ability to proactively improve company operations. This position will report to the Senior Vice President and Vice President and Broker after a three-month onboarding and evaluation period. This is not a hybrid role; in-office presence during core hours (8:30 am – 5 pm) is required. Communication Exceptional written and verbal communication skills Professional presence and executive maturity Strong relationship-building abilities Ability to influence and coordinate across teams Organization & Execution Outstanding planning and organizational skills Ability to manage multiple competing priorities Exceptional attention to detail Strong project management capabilities Consistent follow-through Qualifications Strong commercial real estate knowledge with 3+ years in commercial retail property management, asset management, or another commercial real estate area focused on administration. Experience with Yardi or similar commercial real estate platforms preferred Experience supporting a fast-paced group of employees with diverse strengths and roles Strong Microsoft Office proficiency including Outlook, Word, Excel, PowerPoint, and Teams Learn quickly and adapt rapidly to the management and ownership working style, anticipating needs before they are communicated and solving problems independently Follow through on commitments and assignments without reminders Able to identify and accommodate administrative support in various activities of any project to help shift any administrative burden from other team members Maintain organized workspaces and administrative systems, staying organized despite recurring interruptions Remain composed when priorities change unexpectedly Operate with urgency while maintaining accuracy and completeness in work Manage multiple projects simultaneously Be resourceful when information is incomplete Duties and Responsibilities Front Office (8-10 hours per week) Screen calls and visitors while ensuring urgent matters receive immediate attention Coordinate and schedule meetings, appointments, conference calls, and property tours Maintain Outlook calendars for multiple management members and promptly process updates Flag time‑sensitive emails and calls, coordinate requests requiring action, and monitor completion Monitor and order office supplies, kitchen supplies and groceries and ensure common employee spaces are clean and presentable Administrative (12-14 hours per week) Prepare Company briefing materials, agendas, reports, and presentations Coordinate and monitor document execution between internal and external business partners Ensure documents from all company departments are stored and maintained electronically and physically in an organized manner consistent with company policies Manage confidential information with discretion and professionalism Administer essential onboarding documentation for tenants and vendors Track equipment inventory and monitor administrative level subscription contracts Prepare meeting notes and work closely with department leads to monitor action items and progress Organize celebratory milestones for tenants, vendors, employees, investors and other business partners Coordinate food and logistics for meetings with adherence to budget Manage mail and mail distribution Assist with company events and special projects Monitor certain administrative budget categories and assist in forecasting Asset Management and Development Support (18-20 hours per week) Maintain vendor contacts and files, including COIs and W-9s Track contract expirations and ensure timely renewal as appropriate Prepare and process RFP packages Track insurance expirations Maintain compliance logs Property Management Support Track maintenance requests Track inspections Track annual services and maintain property compliance records Assist with preparation of reports to property owners Assist with preparing and managing service contracts and work orders Support preparation of property budgets Construction & Project Coordination Assist with submitting and processing permit paperwork. Collect and maintain project documentation, including correspondence and approvals. Coordinate contract circulation and execution, lien waivers, and warranty documentation. Track and manage subscription agreements Assist with monthly, quarterly and annual reporting packages Track investment documentation, including K-1s, distributions, and tax documentation Coordinate investor correspondence Assist with property tax protest and payment documentation Assist with lender and creditor documentation and communication Performance Expectations Projects remain on schedule. Deadlines are rarely missed. Executive requests are completed promptly. Property and lease records remain accurate. Administrative systems continuously improve. Communication is timely and professional. Executives spend less time on administrative work. Property managers, brokers, accounting and development staff receive proactive support. Company operating procedures are documented, organized, and consistently followed. #J-18808-Ljbffr Criss Cross Commercial Group