Commercial Property Assistant

Description

The Associate, Real Estate Services provides high-quality administrative, operational, and tenant support across a regional real estate portfolio. This role supports property managers, construction teams, and corporate initiatives by maintaining accurate data, coordinating service delivery, and ensuring a positive tenant experience. The ideal candidate excels in a fast-paced environment, is highly organized, and brings a proactive, solutions-oriented approach.

• Maintain and update tenant, lease, and property data within accounting/property management systems; abstract lease documents and ensure accurate records.
• Draft, edit, and manage legal documents including leases, amendments, and service contracts.
• Support preparation of owner and corporate financial reporting packages.
• Manage vendor files, service agreements, and certificates of insurance (COIs).
• Process and validate invoices; schedule and track vendor services and recurring maintenance.
• Serve as a point of contact for tenant inquiries and coordinate timely responses.
• Facilitate tenant communications, including notices, newsletters, and event materials.
• Assist with move-ins/move-outs, tenant handbooks, life-safety programs, drills, and documentation.
• Plan and support tenant engagement initiatives and property events.
• Assist with construction and capital project administration including ordering samples and plans, and coordinating contractor documentation (COIs, lien waivers, payment apps)
• Track project milestones and coordinate communication among stakeholders.
• Create presentations.
• Support regional projects, business planning, and annual property budget preparation.
• Manage calendars, schedule meetings, prepare agendas, and compile meeting materials.
• Draft professional correspondence and ensure documents follow company standards.
• Coordinate travel arrangements and prepare expense reports.
• Provide general office support: file management, supply ordering, guest support, and mail handling.

• Proficient in Microsoft Office including Word, Excel, Outlook, and Power Point
• Excellent interpersonal, organizational, communication, and problem-solving skills.
• Ability to multi-task and consistently meet deadlines.
• High level of accuracy and attention to detail.
• Strong customer service skills.
• Experience with administration preferred.
• Ability to handle sensitive and confidential information; demonstrates poise, tact and diplomacy.
• Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Ability to work well in small, dynamic regional team environment.

• Associate’s degree from a college or university required with Bachelor’s degree preferred.
• Previous work experience in office-related setting preferred.
• Must be able to successfully pass a background, credit and drug screen.