Property Associate (PM)

Property Associate (PM)

The Property Associate plays a key role in supporting the daily operations of one or more commercial properties by providing comprehensive administrative and accounting support to the property management team. This on-site position focuses on processing invoices, assisting with accounts receivable and payable, coordinating lease and document management, and maintaining strong relationships with tenants and vendors through superior customer service. The role offers the opportunity to contribute to an industry-leading organization that invests in technology, supports professional growth, and promotes a collaborative, inclusive work environment.

Responsibilities

• Process accounts payable by reviewing, coding, and submitting invoices for payment accurately and on time.
• Assist with accounts receivable activities, including preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
• Track administrative expenses to ensure they remain within budget and identify opportunities to reduce costs.
• Coordinate document management related to lease execution, including preparing, distributing, and filing lease documents.
• Monitor and track lease notification requirements to prevent missed deadlines and ensure proper distribution of notices.
• Monitor email, phone calls, and work order systems regularly to provide prompt, courteous responses and direct inquiries to the appropriate team members.
• Maintain general office organization to support efficient property operations.
• Sort, organize, and distribute incoming mail, and prepare and send outgoing mail and packages.
• Prepare and distribute general correspondence, memos, and other communications as needed.
• Organize, compile, and prepare reports for internal and external distribution.
• Create and maintain accurate and organized physical and virtual filing systems for property-related documents.
• Update employee, client, tenant, and customer contact databases to ensure information remains current.
• Coordinate conference room reservations and ensure meeting spaces are scheduled and prepared as needed.
• Organize department lunches, meetings, events, and business travel logistics.
• Receive building access requests and coordinate access for visitors, vendors, and other authorized parties.
• Ensure tenant and contractor certificates of insurance are accurate, compliant with defined standards, and properly documented.
• Track expiration dates for tenant and contractor certificates of insurance and provide advance notice of upcoming expirations.
• Support compliance with management audits and engineering operations audits by assisting with file preparation and record-keeping.
• Participate in the new tenant welcome and orientation program and assist with move-in and move-out procedures.
• Track and coordinate access card activation and deactivation for tenants, employees, and vendors as needed.
• Assist the property team in developing and implementing property and employee manuals and related documentation.
• Maintain regular contact with maintenance, security, and building staff to help ensure cleanliness, safety, and security of common areas.
• Document incidents involving potential property or equipment liability and forward information to risk management personnel.
• Gather W-9 forms from vendors and assist with new vendor setup processes as needed.
• Support team members with property budget preparation and recurring financial and operational reporting.
• Assist engineers with recording and billing monthly utility meter readings as appropriate.
• Support vendor contract creation, execution, and tracking as requested by the property management team.
• Provide general and ad hoc administrative support to the property team as needs arise.
• Perform other duties and tasks as assigned to support efficient property operations and tenant satisfaction.

Essential Skills

• High school diploma required.
• Minimum of 1 year of experience in commercial real estate, property management, or office management.
• Property associate or property administration experience.
• Proficient knowledge of Microsoft Office Suite, including the ability to learn new software and technology tools.
• Experience using Yardi for processing invoices and related property management functions.
• Advanced oral and written communication skills with the ability to interact professionally with tenants, vendors, and internal stakeholders.
• Strong attention to detail and organizational skills, with the ability to maintain accurate records and files.
• Ability to manage multiple projects and priorities under pressure while meeting deadlines.
• Capability to work both autonomously and as part of a team, collaborating effectively with coworkers and internal clients at all levels.
• Ability to calculate figures and percentages for basic accounting and reporting tasks.
• Problem-solving skills with the ability to develop effective and constructive solutions to challenges and obstacles.
• Comfort with change and uncertainty, including the ability to shift priorities and make decisions without having complete information.
• Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week as business needs require.
• Physical ability to sit for long periods, frequently stand, walk, reach with hands and arms, stoop, kneel, crouch, or crawl as needed in the work environment.
• Ability to read video display terminals, order forms, and other written documents accurately.
• Ability to lift a minimum of 35 pounds when required for job duties.
• Ability to use and access stairwells during emergencies.
• Proficiency in using keyboards for typing and computer input.
• Ability to hear, speak, and answer the office telephone system clearly and professionally.

Additional Skills & Qualifications

• Bachelor's degree (BA/BS) preferred.
• Experience in commercial property maintenance, facility management, or property administration.
• Experience with COVE software preferred but not required.
• Familiarity with accounts payable and accounts receivable processes in a property management environment.
• Experience working with tenant and vendor certificates of insurance and compliance tracking.
• Exposure to budgeting, reporting, and financial support activities for property operations.
• Ability to support audit preparation and compliance initiatives.
• Strong customer service orientation with a focus on maintaining positive relationships with tenants, clients, and vendors.
• Comfort working in a dynamic environment with evolving processes and technology.
• Interest in contributing to sustainability initiatives and community-focused programs.

Work Environment

This is a full-time, on-site role with a standard schedule of Monday through Friday, 8:00 a.m. to 4:00 p.m. The position is based at a commercial property, with free parking available on-site for employees. The work environment involves regular use of computers, office equipment, and property management software such as Microsoft Office Suite and Yardi, with potential exposure to additional platforms like COVE. The role requires frequent interaction with tenants, vendors, maintenance staff, and security personnel, fostering a collaborative and service-oriented atmosphere. Work conditions include extended periods of sitting at a desk, as well as frequent standing, walking, and movement throughout the building to coordinate access, support operations, and inspect common areas. The position may require lifting items up to 35 pounds and using stairwells, particularly in emergency situations. Interviews typically include a first-round virtual interview, followed by a second-round interview conducted either virtually or on-site. The organization emphasizes a supportive, caring, and diverse culture, invests in cutting-edge technology to support your work, and offers a comprehensive, competitive benefits plan. The environment is designed to promote professional growth, well-being, and opportunities to make a meaningful impact on the community and the environment through sustainability initiatives. Dress expectations align with a professional office and property management setting, reflecting regular interaction with tenants, vendors, and visitors.

Job Type & Location

This is a Contract position based out of Jersey City, NJ.

Pay and Benefits

The pay range for this position is $27.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)