Front Office and Property Management Assistant

Front Office And Property Management Assistant

Goldman Properties Philadelphia is seeking a professional and customer-service-oriented Front Office and Property Management Assistant to support front-office operations and serve as a welcoming point of contact for tenants, guests, vendors, and team members. This role will also assist with tenant relations, administrative tasks, work order coordination, building communications, and special projects.

Compensation: $50,000–$55,000 annually

Benefits:

• Competitive pay
• Life, medical, vision, and dental insurance after 90 days
• Personal Time Off benefits
• On-Demand payroll feature

Essential Functions:

• Manage the front desk and front office area, including answering phones, greeting guests, tenants, prospective tenants, vendors, and contractors, while maintaining a professional and welcoming environment.

• Serve as a key point of contact for tenant-related matters, including maintenance requests, general inquiries, access requests, visitor coordination, and lease-related questions.

• Assist with entering, tracking, and following up on tenant work orders in Yardi, coordinating with the maintenance team, and keeping tenants informed of the status through completion.

• Support property management operations by preparing and sending tenant correspondence, notices, memorandums, building updates, and other communications as needed.

• Maintain the Kastle access control system by entering new tenants, employees, guests, and vendors, and removing access for terminated tenants, employees, or inactive users.

• Maintain and update the lobby directory, tenant contact lists, building records, and other property management files to ensure information is accurate and current.

• Coordinate with maintenance, engineering, leasing, accounting, and management teams to ensure tenant requests and building matters are addressed promptly and professionally.

• Assist with showing vacant units or available spaces to prospective tenants on an as-needed basis and provide general information regarding the property.

• Promote and maintain positive relationships with tenants, vendors, guests, and prospective tenants, while keeping management informed of any issues, concerns, or service needs.

• Provide administrative support to the Property Manager, Assistant Controller, Chief Engineer, and Director of Leasing, including scheduling, correspondence, filing, reporting, and follow-up on pending items.

• Coordinate with vendors and service providers as needed for front office equipment, copier/postage machine maintenance, office supply orders, and other operational needs.

• Order and maintain office supplies and ensure the front office and common administrative areas are organized and properly stocked.

• Assist with tenant events and building programs, including coordinating with the Tenant Program Manager on catering orders, event setup, breakdown, communication, and related logistics.

• Help ensure building policies and procedures are followed by tenants, vendors, visitors, and staff, escalating any issues to management when necessary.

• Assist with special projects, property management initiatives, tenant communications, and other administrative or operational tasks as assigned.

Requirements:

• Prior experience in property management, real estate, tenant services, hospitality, or front desk administration preferred.
• Professional phone etiquette and strong customer service skills.
• Ability to communicate professionally with tenants, vendors, guests, and internal team members.
• Experience in entering, tracking, or following up on work orders preferred.
• Ability to remain calm, courteous, and solution-oriented when handling tenant concerns or urgent requests.
• Strong computer skills and ability to learn building management, access control, and property management systems.
• Dependable, punctual, and able to maintain a professional presence at the front desk.
• Ability to handle confidential information with discretion.
• Comfortable coordinating with multiple departments, including maintenance, leasing, accounting, and management.