Administrative Assistant (Commercial Property Management)

Position Overview:

The Property Administrator will provide first-class on-site property management services and support the Property Manager with day-to-day administrative and operational responsibilities, including light invoicing, data entry, work order coordination, office administration, and customer service. This role is highly detail-oriented and process-driven, requiring strong organizational skills and a proactive approach to supporting building operations and tenant needs.

Essential Duties & Responsibilities:

• Serve as a primary administrative point of contact for tenants and internal departments, responding to inquiries and coordinating resolutions in a timely and professional manner.
• Prepare and distribute Lease Administration forms including Lease Commencements, Lease Expirations, and Move-in/Move-out documentation with a focus on accuracy and recordkeeping.
• Coordinate and track building services such as Janitorial, Day Porter, Security, and Landscaping by maintaining schedules, service logs, and documentation rather than performing on-site oversight.
• Maintain organized Tenant and Vendor files, including hard copy records and digital filing within SharePoint and other networked systems.
• Answer and screen incoming calls, greet visitors, accept deliveries, maintain conference room schedules, and manage office supply orders.
• Provide administrative support for special events such as broker events, tenant events, and internal company functions.
• Receive work order requests via phone, email, or in person and enter requests into the web-based work order system; monitor and track completion for reporting purposes.
• Maintain accurate records for Purchase Orders, Service Contracts, and Certificates of Insurance.
• Support tenant relations primarily through administrative coordination and communication rather than routine physical visits.
• Assist the Property Manager and Accounting Department with financial reporting support, data entry, and budget tracking.
• Code and process invoices in a timely manner using the Accounts Payable Workflow System, ensuring accuracy and proper documentation.
• Assist with monthly Aging Reports and Accounts Receivable tracking and follow-up.
• Prepare tenant statements, ledgers, and charge documents with attention to detail and compliance.
• Order and track uniforms for engineering staff as needed.
• Perform other administrative and operational duties as assigned.

Qualifications:

• One to two years of administrative and/or property management–related experience with an emphasis on office support, coordination, and data entry.
• Minimum of high school diploma/GED equivalent.
• Experience in a commercial real estate, property management, or hospitality-related environment preferred.
• Must have a valid driver’s license with proof of insurance if driving is required for the position.
• Proficient in Microsoft Office (Outlook, Word, and Excel); experience with Yardi, Procure to Pay, and SharePoint is preferred but not required.
• Strong written and verbal communication skills with the ability to stay organized, proactive, and detail-oriented in a fast-paced environment.