Job Description

Job Summary

The Administrative Assistant for the Property Management Department is responsible for assisting the property managers in maintaining the day-to-day operations of a portfolio of commercial properties. The Administrative Assistant facilitates the efficient operation of the Property Management Department by performing a variety of clerical and administrative tasks, will have exceptional analytical and communication skills, and must be a self-starter.

Key Responsibilities

• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Prepare notices to Tenants regarding construction and delinquent payments.
• Prepare Deal Sheets and other backup forms for lease renewal and assignments.
• Review required insurance certificates when necessary.
• Assist assigned Property Manager in an administrative function to complete team projects in a timely manner
• Assist in collecting and tracking COI and gross sales as necessary; review COI’s for proper coverages/additional insureds.
• Assist with ensuring all move-in/move-out paperwork is completed correctly and has been approved by the property manager as well as entered into on-site property management software system.
• Works with property manager to minimize expenditures, maximize revenues and adhere to budgeted cost parameters.
• Review and coding of vendor invoices.
• Coordinate document preparation and inter-office correspondence with Corporate office.

Qualifications (Knowledge/Skills/Abilities/Experience)

• 2-3 years of experience in Commercial Real Estate with an emphasis on retail properties
• Experience with MRI is a plus
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

Working conditions

• Prolonged periods sitting at a desk and working on a computer.

Reports To

Senior Property Manager

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