Administrative Specialist – Commercial Real Estate

About the Role

We are seeking a detail-oriented and proactive Commercial Property Management Administrative Specialist to support our property management team. This role supports lease administration, property transactions, vendor coordination, and system/data management, ensuring accurate records, compliance, and responsive service to property managers, tenants, owners, and external partners.

• Abstract, input, and maintain lease data (leases, renewals, assignments, amendments) in Yardi and the company’s document cloud archive
• Prepare and process rent increase notices and related reports
• Track and maintain critical lease dates, options, abatements, and rent commencements
• Maintain tenant exclusives, permitted uses, and relevant lease clauses
• Collect, record, and update tenant gross sales and lease option data
• Maintain miscellaneous and short-term agreements (e.g., seasonal vendors, community events)

• Coordinate documentation and delivery for property acquisitions and dispositions
  , including organizing and archiving all related records
• Perform lease and property due diligence, identifying and reporting discrepancies between leases, rent rolls, and supporting reports
• Assemble and transfer complete property documentation to buyers, owners, or new management teams
• Maintain centralized document storage using cloud-based systems (e.g., Share File)

• Maintain and update vendor and contact databases
• Prepare and distribute correspondence to tenants, vendors, lenders, brokers, and owners
• Coordinate with brokers, lenders, and clients to provide requested property or lease information
• Review, complete, and track lender forms, estoppels, and related compliance documents
• Prepare and send tenant welcome packets

• Set up and maintain owner, property, tenant, and lease records in Yardi
• Generate and provide reports and data to property managers and ownership as needed
• Support property managers with administrative tasks and information requests
• Ensure accuracy, confidentiality, and consistency of all records and documentation

• Strong organizational skills with the ability to manage multiple priorities
• Proficiency in ACT
  !,
  Sharefile
  , Yardi
  , Microsoft Office (Word, Excel, Outlook), and similar office software
• Excellent written and verbal communication skills
• Experience in commercial property management or commercial real estate administration preferred

• Collaborative team environment.
• Opportunity to work on diverse property portfolios
• Competitive compensation and benefits

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Yardi
• Strong organizational skills with the ability to prioritize tasks effectively
• Excellent phone etiquette and customer service skills for engaging with clients, vendors, and team members
• Experience with office management procedures including filing, data entry, and record keeping
• Knowledge of clerical processes such as proofreading, calendar management, and document preparation
• Ability to handle confidential information discreetly while maintaining accuracy in data entry and documentation
• Strong time management skills to balance multiple responsibilities efficiently

Join our team as an Administrative Specialist — Commercial Real Estate — where your organizational talents will help us deliver exceptional service to our clients. We value energetic professionals eager to make a positive impact every day!

Pay: $26.44 - $28.84 per hour

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location:

In person