Administrative Assistant - Commercial Property Management

About the Opportunity

We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of a commercial property management team. This position plays a critical role in ensuring efficient office operations by providing administrative, financial, and organizational support to property management professionals.

The ideal candidate is proactive, dependable, and thrives in a fast-paced environment. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism.

Key Responsibilities

Administrative & Office Support

• Provide administrative support to the property management team, including scheduling meetings, managing calendars, and coordinating appointments.
• Prepare correspondence, reports, presentations, spreadsheets, and other administrative documents.
• Maintain organized electronic and physical filing systems.
• Manage incoming phone calls, emails, mail, and general office communications.
• Coordinate office supplies, equipment, and other administrative resources.
• Assist with special projects, department initiatives, and operational reporting.
• Maintain and update tenant, vendor, and property records within company databases and systems.
• Organize and manage contracts, service agreements, insurance certificates, and other business records.

Property Management Administration

• Provide administrative support related to commercial property operations.
• Assist with preparing tenant correspondence, notices, and routine communications.
• Track and maintain property records, operational documentation, and compliance-related files.
• Support lease administration activities and document management processes.
• Assist with maintaining accurate vendor information and service records.
• Coordinate administrative aspects of maintenance projects and ongoing property improvement initiatives.
• Ensure documentation is complete, accurate, and properly maintained.

Accounting & Financial Support

• Process invoices and ensure proper coding for approval and payment.
• Support accounts payable functions, including payment tracking and invoice reconciliation.
• Maintain organized financial records and supporting documentation.
• Assist with budget tracking, expense reporting, and data entry.
• Prepare financial reports and summaries as requested by management.
• Support month-end administrative and accounting processes.

Customer Service & Coordination

• Respond professionally to routine tenant, vendor, and visitor inquiries.
• Assist with coordinating service requests and communicating updates as needed.
• Support relationship management efforts by providing timely and accurate information to stakeholders.
• Coordinate with vendors and contractors regarding scheduled services and documentation requirements.
• Foster positive relationships through professional communication and responsive support.

Qualifications

• 2+ years of administrative, office coordination, executive support, or related experience.
• Strong organizational and time-management skills with exceptional attention to detail.
• Experience supporting multiple priorities in a professional office environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with invoice processing, accounts payable, bookkeeping support, or related accounting functions preferred.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Self-motivated with strong problem-solving and follow-through skills.
• Experience in commercial real estate, property management, or professional services environments is a plus.

Preferred Qualifications

• Experience supporting property management, real estate, facilities, or construction teams.
• Familiarity with property management software such as Prism, Angus, Yardi, or similar systems.
• Associate's or Bachelor's degree preferred but not required.
• Experience with document management, vendor administration, and financial reporting support.

Schedule

Monday-Friday | 8:00 AM - 5:00 PM

Work Environment

Fully onsite position in a professional office setting. This role primarily supports administrative and operational functions while collaborating with property managers, tenants, vendors, contractors, and internal stakeholders.