Property Assistant

Newmark Group, Inc. (Nasdaq: NMRK) is a world leader in commercial real estate, seamlessly powering every phase of the property life cycle. Its comprehensive suite of services and products is uniquely tailored to each client, from owners to occupiers, investors to founders, and startups to blue‑chip companies. Combining a global reach with market intelligence in established and emerging property markets, Newmark delivers superior service to clients across the industry spectrum.

As of March 31 2024, Newmark’s company‑owned offices—together with its business partners—operate from approximately 170 locations worldwide and employ 7,600 professionals. Learn more at  or follow @newmark.

Provide assistance to a team of Property Managers in all administrative aspects of property management administration and reporting. Serve as the lead member and first telephone response for tenant/customer service requests, serving a portfolio of investment and corporate properties. Compile and assist in the preparation of various monthly and other periodic property operational, administrative and financial reports. Administrate duties require broad experience, skill and knowledge of organization policies and practices.

Analyse and determine information requests and follow‑up. May directly assist in budget preparation and control activities.

• Ensure financial controls and business processes are in place relative to processing, monitoring, analysing and reporting all expenditures. Where lacking, assist in developing programmes to support the business needs.
• Coordinate with Property Managers in property‑related document administration – memoranda, letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics. Create transcription from Dictaphone. Ensure timeliness and accuracy of documents.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow‑up with tenant and/or property manager as required.
• Compile information, prepare and update reports or process other documents as required:
  Lease Abstracts, Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Develop and maintain property filing & tracking systems for reports and documents identified above.
• Assist Property Managers in annual budget preparation and development.
• Administer and print various property accounting reports (as produced by the company’s accounting software) for Property Manager review or compilation in the property monthly or other periodic reports – Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.
• Administer vendor, RE Tax and other property invoices. Date stamp, code/process for Property Manager review/approval and enter into the accounting system.
• Organisation and scheduling of meetings. Prepare/organise items in relation to meetings, including but not limited to, site reservation, preparation of necessary materials, interaction with attendees, etc.
• Assist Property Managers in monthly billing, periodic tenant billing adjustments (PTAR’s) and subsequent collections of monthly tenant rent and other tenant receivables.
• Oversee copying, faxing and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.
• May perform other duties as assigned.

• Bachelor’s Degree or High School Diploma/General Education Degree (GED) and a minimum 3–4 years previous related experience preferably in a Real Estate Background.
• Proficient in MS Word, MS Excel, E‑Mail.
• Working knowledge of Internet and Internet searching techniques.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Ability to prioritise workload with an…