Administrative Assistant - Commercial Property Management Division

Job Summary

The Michael Saunders & Company Commercial Property Management Administrative Assistant provides administrative, financial, and customer-service support to the Commercial Property Managers, ensuring smooth daily operations across an assigned portfolio of commercial properties.

Duties and Responsibilities

• Provides administrative coverage in the absence of the Property Manager.
• Corresponds with tenants, building owners, vendors, and staff regarding building operations and maintenance.
• Serves as first point of contact for tenant requests, including issuing access fobs, keys, and elevator cards.
• Coordinates and schedules vendor service calls, and tracks vendor contracts and certificates of insurance.
• Abstracts and tracks lease terms, renewal options, and expiration dates, flagging upcoming deadlines.
• Prepares and processes tenant rent invoices, management fee invoices, and vendor invoices (e.g., AvidXchange).
• Tracks rent receipts, follows up on past-due accounts, and assists with CAM reconciliations and rent adjustments.
• Maintains accurate building, tenant, and vendor records in MRI (or the company's property management software).
• Maintains organized property files, including leases, insurance certificates, and correspondence.
• Prepares income/expense spreadsheets and reporting packages for building owners.
• Logs and tracks work orders and coordinates scheduling for maintenance and vendor projects.
• Assists with onboarding new properties and management transitions.
• Performs general office administration, including correspondence, filing, calendar coordination, and supply ordering.
• Assists Property Managers with annual CAM reconciliations, tenant CAM adjustments, operating expense recoveries, and budget preparation.
• Supports annual operating budget preparation, budget tracking, variance reporting, and owner financial reporting packages.
• Reviews lease language related to CAM, taxes, insurance, and operating expense recoveries to ensure proper tenant billing.

Qualifications

• Strong organizational skills with attention to detail and follow-through.
• Ability to manage competing priorities across multiple properties.
• Proficiency with Microsoft Office (Outlook, Excel, Word).
• Experience with MRI, AvidXchange, Zego, Propertyware, Yardi, or a comparable property management platform preferred.
• Discretion in handling confidential tenant and financial information.
• Customer-service orientation with a professional, solutions-focused approach.
• Working knowledge of commercial leases, CAM reconciliations, recoveries, and property budgeting.
• Strong accounting and financial reporting skills with the ability to analyze expenses, prepare spreadsheets, and reconcile tenant charges.
• Proficiency in Microsoft Excel, including formulas, sorting, filtering, and reporting.

Education and/or experience

High school education required. Associate's degree or higher preferred.

Minimum three (3) years of experience in commercial property management, property management administration, real estate administration, or a related field.

Experience with CAM reconciliations, tenant recoveries, annual operating budgets, owner reporting, lease administration, rent collections, and commercial property accounting is required.

Experience using MRI Software, AvidXchange, Zego, Propertyware, Yardi, or comparable property management software is preferred.

Language skills

This position requires strong written and verbal communication skills.

Certificates, licenses, registrations

Notary Public is a plus, but not required.

Physical demands

Primarily sedentary office work with extended periods of sitting and computer use. Occasional lifting of files or supplies up to 20 lbs., and occasional walking within buildings.

Working hours/days

Monday through Friday from the hours of 8:30 a.m. to 5:00 p.m. with ½ hour for lunch. Occasional flexibility may be required to support tenant or vendor needs.

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person

Salary : $42,045 - $62,113