Property Management Administrative Assistant

Property Management Administrative Assistant

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. We take ordinary spaces and turn them into community hubsplaces 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.

We aim for our culture to truly reflect our purpose and guiding principles. Our Purpose is to be extraordinary stewards, enhance communities, and enrich lives. Our Guiding Principles:

• Have Vision
• Engage People
• Make a Difference
• Create Value
• Build Partnerships

The Opportunity

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 supportsuch as calendar management, travel coordination, and presentation designwith essential property-level workflows, including compliance tracking, invoice routing, tenant relations, and portfolio sustainability (ESG) data entry.

What You'll Do

• 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.
• 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.
• Portfolio ESG & Sustainability Data Tracking
• 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.

Requirements

What You Bring to the Table

Education & Experience

• Academic Background: Bachelor's degree is highly preferred.
• Proven Tenure: 3 to 5 years of progressive administrative assistant or executive support experience, with a solid background operating within the commercial real estate sector.
• Contract Literacy: Solid working familiarity navigating commercial real estate concepts, property compliance workflows, and retail/office tenant leases.

Technical & Professional Skills

• Software Mastery: Exceptional, advanced skills across the Microsoft Office Suite (Word, Excel, Outlook).
• Real Estate Platforms: Direct familiarity or working knowledge of the Yardi accounting system and Box cloud repositories is highly valued.
• Design & Layout Aptitude: Practical proficiency or exposure to the Adobe Creative Suite (Photoshop, Illustrator, InDesign) for polishing business development presentations and formatting the monthly company-wide newsletter.

Core Competencies & Physical Demands

• Communication & Demeanor: Outstanding interpersonal, verbal, and written communication skills with a professional demeanor and the comfort level required to navigate challenging tenant or vendor enforcement conversations.
• Organizational Agility: Exceptional time-management, priority-setting, and planning talents; a highly reliable self-starter who can solve problems independently.
• Flexibility: A strong desire to operate within a collaborative, highly flexible team environment, maintaining a willingness to assist auxiliary departments on special assignments as requested.

Oh, You Want the Perks?

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.
• 401(k): 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 holiday and 2 paid volunteer days.
• Additional Company-Paid Benefits: Access to HealthJoy for telehealth and advocacy services, and Rocket Lawyer for legal services.

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