Admin Assistant

Job Description

Job Description

Description:

As the Administrative Assistant, you will serve as the first point of contact for tenants, vendors, and guests while providing administrative support to the Property Management team. The ideal candidate is proactive, detail-oriented, enjoys multitasking, and thrives in a fast-paced commercial real estate environment.

Requirements:

  Key Responsibilities

Tenant & Customer Service Support

• Serve as a primary point of contact for tenants, vendors, and visitors.
• Answer and route incoming calls to the appropriate team members.
• Assist with tenant requests and coordinate maintenance-related service needs.
• Maintain accurate tenant contact information and records.
• Prepare and distribute tenant communications, welcome packets, notices, and correspondence.

Administrative & Office Operations

• Manage front office operations and ensure a professional office environment.
• Maintain office supplies, inventory, kitchen and coffee areas, and overall office organization.
• Collect and distribute mail and coordinate outgoing packages and FedEx shipments.
• Complete mailings and other administrative projects as assigned.
• Maintain organized digital and physical filing systems for leases, vendor contracts, insurance certificates, and property documents.

Financial & Property Management Support

• Assist with accounts payable processes, invoice coding, and payment tracking.
• Research and resolve payment and processing issues.
• Maintain tenant gross sales reporting and utility tracking records.
• Coordinate utility transfers for tenant move-ins and move-outs.
• Support managers with vendor scheduling, maintenance coordination, and property-related projects. 

Vendor & Event Coordination

• Track and maintain tenant and vendor insurance certificates.
• Assist with drafting vendor agreements and contracts.
• Coordinate signage installation and promotional materials with maintenance and marketing teams.
• Support onsite property events and community engagement activities.

  Qualifications

• 2+ years of administrative, office management, customer service, or property management experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Professional demeanor with a customer-service-focused approach.
• Experience in commercial real estate or property management is a plus.