Commercial Real Estate Office Manager

West Virginia Commercial is seeking a highly organized and dependable Commercial Real Estate Office Manager to oversee the daily administrative operations of the firm. This role serves as the central coordination point for office activities, supporting brokerage operations, property management functions, and internal administrative processes.

This position will ensure the office runs efficiently by managing communications, coordinating schedules, maintaining records, and supporting the operational needs of brokers, property managers, and staff.

This position requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities

Office Administration

• Manage day-to-day office operations and ensure the office environment is organized and functioning efficiently
• Serve as the primary point of contact for incoming calls, visitors, and general inquiries
• Maintain office supplies, equipment, and vendor relationships
• Maintain filing systems and office records

Brokerage Support

• Assist broker with listing documentation, marketing materials, and transaction files
• Coordinate property listings, marketing materials, and basic property information updates
• Maintain brokerage files and ensure documentation compliance

Property Management Support

• Assist with tenant communications and administrative coordination
• Maintain tenant records and property documentation
• Help track maintenance requests and coordinate communication between tenants, vendors, and property management staff
• Maintain property files and operational records

Financial & Administrative Coordination

• Assist with processing invoices, expense documentation, and basic bookkeeping coordination
• Track administrative expenses and maintain organized financial records
• Coordinate with accounting staff to ensure timely processing of bills and payments
• Maintain organized documentation for audits, reporting, and property files
• Perform bank account and credit card reconciliations
• Client billing for hourly work
• Process Payroll

Operational Coordination

• Assist with internal reporting and document preparation
• Support coordination of vendors, contractors, and service providers
• Help maintain operational systems and internal administrative procedures
• Provide general administrative support to leadership and brokerage staff

Qualifications

• Minimum of 1-3 years of administrative or office management experience
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• High level of attention to detail and accuracy
• Ability to manage multiple tasks and prioritize effectively
• Professional demeanor and ability to maintain confidentiality
• Must be proficient in Microsoft Office, Quickbooks, and Yardi Breeze

Preferred:

• Experience in commercial real estate, property management, or professional services
• Familiarity with real estate documents, leases, or brokerage

Key Traits for Success

• Highly organized and detail-oriented
• Reliable and self-directed
• Strong problem-solving skills
• Comfortable working in a professional real estate environment
• Able to manage multiple responsibilities with minimal supervision