Administrative Assistant - Commercial Real Estate

Administrative Assistant - Commercial Real Estate

• Pay Rate: $65,000 /annually
• Location: Old Bridge, NJ
• Experience: Minimum 3 years
• Job Type: Temp to Hire

Property Administrator Summary:
Provide administrative and operational support to the assigned Property Manager(s) ensuring the highest level of quality, confidentiality, and professionalism.

Key Responsibilities:

General Administrative Support

• 1. Process invoices for portfolio properties on a regular and ongoing basis
• 2. Receive, prioritize and distribute mail and telephone correspondence, may draft written responses when necessary.
• 3. Create and maintain an accurate and efficient filing system for tenant files, lease files, lease termination,
• management agreements, vendor files, service agreements, vendor certificate of insurance, maintenance contracts, policies and procedures manuals, property/portfolio manuals, tenant manuals, and electronic files.
• 4. Prepare business expense reports and ensure that all expenses are submitted for approval within one business day of receipt.
• 5. Schedule and coordinate complex activities such as onsite & offsite meetings, conferences, monthly Property Management meetings, department activities, and annual Company retreat.
• 6. Type and design general correspondence, memos, charts, tables, graphs, reports, presentations, etc.
• 7. Create and maintain visual presentations, flyers, direct mailings, newsletters, and other marketing materials while adhering to the Company’s strict graphic standards on all documents and presentation materials.
• 8. Schedule and coordinate complex travel arrangements including airfare, hotel accommodations, and ground transportation.
• 9. Participate in Administrative Assistants’ shared duties (i.e.: receptionist area coverage, kitchen duties, etc.)
• 10. Assist with special projects as needed. 

Property Manager Support

• 1. Assist assigned Property Manager(s) with tenant, property owner, project developer, etc. relations by preparing tenant welcome letters, renewal gifts, and written communication.
• 2. Dispatching maintenance personnel as directed by Property Manager(s).
• 3. Audit tenant lease files and tenant insurance certificates to assure compliance with company policies and procedures.
• 4. Create and distribute building correspondence, building maintenance correspondence, and building holiday notification as directed by assigned Property Manager(s).
• 5. Maintain YARDI database working with leasing admin including adding new tenant, lease, and billing information, as well as management agreement and lease agreement abstracts.
• 6. Assist with various accounting tasks related to budgets, billing, Executive Summaries, property rent rolls, tenant rent statements, billing change notices, tenant payments, tenant ledgers, accounts payables and receivables, collections, etc.
• 7. Assist with the production and maintenance of property books and tenant manuals.
• 8. Prepare and distribute delinquency reports, rent increase reports, Tenant and Vendor Contact List including emergency numbers, etc.
• 9. Assist in reviewing other legal documents and working with Legal Department with any documents relating to property management, including but not limited to, Service Agreements, legal correspondence, etc. 

Minimum Requirements:

• High school diploma or GED required.
• Strong preference for Bachelor’s degree in related field.
• Minimum of five (5) years experience in commercial real estate as a property administrator or equivalent position required.
• Advanced MS Outlook, Word, and Excel required. YARDI experience preferred.
• Must be very detail oriented and possess strong client-service, organizational, project management, and communication skills, both written and oral.
• Experience in reading and interpreting real estate leases/contracts is preferred.