Commercial Property Assistant
Meadows and Ohly , LLC
Position Summary: The Associate, Real Estate Services provides high-quality administrative, operational, and tenant support across a regional real estate portfolio. This role supports property managers, construction teams, and corporate initiatives by maintaining accurate data, coordinating service delivery, and ensuring a positive tenant experience. The ideal candidate excels in a fast-paced environment, is highly organized, and brings a proactive, solutions-oriented approach. Essential Duties and Responsibilities:
- Maintain and update tenant, lease, and property data within accounting/property management systems; abstract lease documents and ensure accurate records.
- Draft, edit, and manage legal documents including leases, amendments, and service contracts.
- Support preparation of owner and corporate financial reporting packages.
- Manage vendor files, service agreements, and certificates of insurance (COIs).
- Process and validate invoices; schedule and track vendor services and recurring maintenance.
- Serve as a point of contact for tenant inquiries and coordinate timely responses.
- Facilitate tenant communications, including notices, newsletters, and event materials.
- Assist with move-ins/move-outs, tenant handbooks, life-safety programs, drills, and documentation.
- Plan and support tenant engagement initiatives and property events.
- Assist with construction and capital project administration including ordering samples and plans, and coordinating contractor documentation (COIs, lien waivers, payment apps)
- Track project milestones and coordinate communication among stakeholders.
- Create presentations.
- Support regional projects, business planning, and annual property budget preparation.
- Manage calendars, schedule meetings, prepare agendas, and compile meeting materials.
- Draft professional correspondence and ensure documents follow company standards.
- Coordinate travel arrangements and prepare expense reports.
- Provide general office support: file management, supply ordering, guest support, and mail handling.
- Proficient in Microsoft Office including Word, Excel, Outlook, and PowerPoint
- Excellent interpersonal, organizational, communication, and problem-solving skills.
- Ability to multi-task and consistently meet deadlines.
- High level of accuracy and attention to detail.
- Strong customer service skills.
- Experience with administration preferred.
- Ability to handle sensitive and confidential information; demonstrates poise, tact and diplomacy.
- Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
- Ability to work well in small, dynamic regional team environment.
- Associate's degree from a college or university required with Bachelor's degree preferred.
- Previous work experience in office-related setting preferred.
- Must be able to successfully pass a background, credit and drug screen.
Vacancy posted 2 days ago
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