Portfolio Assistant

Posted Thursday, March 5, 2026 at 11:0 0 AM

Kidder Mathews has been a leader in the commercial real e state industry for nearly 60 years, fostering an innovativ e and dynamic work culture with more than 100 "best workpl ace" awards. Now the largest fully independent commerci al real estate firm in the Western U.S., Kidder Mathews h as over 900 professionals across 19 offices in Washington, Oregon, California, Nevada, and Arizona.

We offer a compl ete range of brokerage, appraisal, asset services, consu lting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volu me, manages more than 54 million square feet of space, a nd conducts 2,700 appraisal, consulting, and cost segre gation assignments annually.

The Portfolio Assistant assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals an d objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Port folio Assistant may perform some of the duties of the Administrative Assistant.

• Partner with Manager(s) and leasing team members to e nsure that all vacant space is in “market ready” con dition
• Maintain building floor plans, vacant space log, a nd stack plans
• Coordinate approval of and track process of leases, contracts, notices, and other time sensitive docume nts
• Distribute lease documents to Owner, Administrative Assistant, and Tenant
• Coordinate signage, keys, and distribution of prop erty information sheet to Tenant
• Receive, code, and track all invoicing related to l ease commissions
• As directed by Manager(s), assist Administrative Assi stant in creating and maintaining lease and property fi les

• Code invoices/payables in a timely manner each week
• Research problems with invoices, including resol ving past due balances
• Create Account Action Request forms for Manager’ s signature
• Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)
• Assist Property Manager(s) in preparation of mon thly Owner statements - assembles, copies, and distr ibutes financial reports
• Review annual CAM reconciliations as assigned by M anager(s) and report findings to Manager(s)
• Prepare new vendor set up form for approval by Ma nager
• Request appropriate insurance information from ne w vendors ensuring all required information is rec eived
• As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and pr eparing demand notices and pay or vacate notices
• Assist with the budget preparation process, to i clude contacting utility companies, vendors, and c ontractors to obtain upcoming rate increases; compi iling data for Manager(s) and property accountant f or final budget input

• Prepare weekly and/or monthly inspection reports f or Engineer(s) to complete
• Maintain and update “Desk Notes”
• Prepare maintenance and service contracts for Ma nager’s signature
• Dispatch vendors/contractors as directed by Man ager(s)
• As assigned by Manager(s), respond to and resol ve tenant concerns
• As directed by Manager(s), communicate with ten ants as required to ensure that tenant needs are met, and that high quality property management se rvice is achieved
• Follow through on any needed repairs or maintenance as directed by Manager(s)
• As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
• Ensure on-going contracted vendor services are p erformed on schedule, and that services meet con tract specifications
• As directed by Manager(s), review specifications and make recommendations to Manager(s) for ne cessary changes or updates
• Request and review bids from contracted service providers; make recommendations to Manager(s)
• As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to sched ule repairs and work orders
• Track tenant and vendor insurance compliance

• Maintain courteous, service-oriented rapport with tenants
• Promote and foster confident, comfortable relati onships with owners
• As…