Property Assistant

About illi Commercial Real Estate

illi Commercial Real Estate is a premier property management and real estate services firm specializing in commercial properties. We provide comprehensive management solutions that enhance property value and tenant satisfaction.

About The Role

The Property Assistant provides administrative and operational support to the property management team. This role is key to ensuring the smooth day-to-day management of illi Commercial Real Estate’s diverse portfolio, which primarily consists of retail and office properties. The Assistant manages administrative processes and compliance tracking.

Key Responsibilities

• Vendor Compliance: Collect, track, and maintain up-to-date Certificates of Insurance (COIs) and W-9 forms for all active vendors to ensure risk mitigation.
• Utility & Account Management: Monitor and track utility meters and accounts; ensure timely transitions for tenant move-ins/move-outs to avoid service interruptions.
• Document Control: Maintain organized digital and physical filing systems for leases, amendments, service contracts, and property-specific documentation.
• Maintenance Coordination: Assist with scheduling annual inspections (fire/life safety, HVAC, etc.), dispatching repairs, and tracking the completion of maintenance work orders.
• Financial Assistance: Assist the Property Manager with the initial review and coding of vendor invoices for approval within the property management accounting system.
• Tenant Relations: Support tenant move-in/move-out processes, including conducting initial walkthroughs, distributing keys/fobs, and updating tenant contact directories.
• Reporting: Assist in compiling data for monthly management reports, including occupancy updates and delinquency notes.
• Professional Correspondence: Provide timely, professional responses to tenant, vendor, and client inquiries via phone and email.

Required Qualifications

• Education: High School Diploma or GED required; Bachelor’s degree or real estate licensing is a plus.
• Experience: Minimum of 2 years in administrative support, office coordination, or a customer service-heavy role.
• Industry Knowledge: Basic understanding of commercial lease structures (Retail/Office) or property management workflows.
• Technical Proficiency: * Advanced skills in Microsoft Office Suite (specifically Excel for tracking) and Google Workspace.
• Familiarity with property management software (e.g., Yardi, AppFolio, or MRI) is strongly preferred.
• Compliance: Ability to handle sensitive financial data and confidential tenant information with total discretion.
• Certifications: Must hold a valid Driver’s License and provide proof of valid personal vehicle insurance.

SKILLS & COMPETENCIES

• Priority Management: The ability to pivot between urgent tenant requests and long-term administrative projects without losing focus.
• Anticipatory Thinking: Takes the initiative to identify potential issues—such as an expiring vendor COI or a utility spike—before they become liabilities.
• Professional Diplomacy: Maintains a calm, authoritative, and helpful demeanor when de-escalating tenant complaints or negotiating with vendors.
• Operational Precision: A high level of accuracy in data entry and filing, ensuring that legal documents and financial codes are error-free.
• Collaborative Adaptability: Works seamlessly with the Property Manager’s and Accounting teams, while also being comfortable working solo.

Additional Role Requirements

This position may involve occasional site visits to commercial properties, which could include walking, climbing stairs, and observing maintenance conditions. While performing the duties of this job, the employee is regularly required to communicate effectively, operate a computer, and review physical and digital documents.

Compensation & Benefits

illi Commercial Real Estate offers a competitive total rewards package designed to support the health, well-being, and professional growth of our employees. Benefits include medical, dental, and vision coverage, paid time off, company holidays, and participation in a 401(k) retirement plan. Additional benefits and programs may be available based on role and eligibility.

Equal Opportunity Employer

illi Commercial Real Estate is an equal opportunity employer and is committed to creating an inclusive environment for all employees and applicants. We do not discriminate on the basis of race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, ancestry, age, disability, medical condition, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodations

illi Commercial Real Estate is committed to providing reasonable accommodations to qualified individuals with disabilities. If you require an accommodation to participate in the application or interview process, please contact us to request assistance.

Job Type: Full-time

Pay: $18.50 - $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Education:

• High school or equivalent (Required)

License/Certification:

• Driver’s License (Required)

Work Location: In person

Salary : $19 - $20