Property Administrative Assistant

Position Summary:

Provide administrative support to the Property Management team while managing all aspects of the day-to-day commercial lease administration for assigned properties. This position involves the coordination of meetings and conferences, working on special projects; also answers all phone lines and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

ESSENTIAL DUTIES AND RESPONSIBILITIES: One must be able to perform the essential functions of the job; which include, but are not limited to the following (Other duties may be assigned to meet business needs):

• Organize and prioritize large volumes of information and phone calls for department and respond promptly to requests for information.
• Answer incoming calls in a cheerful and professional manner.
• Prepare and disseminate lease abstracts.
• Prepare lease renewals, delivery of possession letters, commencement letters, and lease-related correspondence.
• Receive and track lease-related documents and correspondence and lease deliverables such as insurance certificates, estoppels and subordination agreements.
• Track critical lease action dates such as renewal options, notice periods and lease expirations.
• Research document and lease questions.
• Ability to deal with tenant inquiries regarding lease terms.
• Oversee and track tenant sales and vacancy reporting.
• Review Monthly Billing reports with Property Managers (PM).
• Assist in the implementation of leasing software & integrations with accounting software.
• Interact with legal, leasing and accounting departments as needed.
• Perform special projects and office functions as needed.
• Various daily tasks related to leasing and billing.

QUALIFICATIONS & REQUIREMENTS:

One must be able to perform the essential functions of the job; which include, but are not limited to the following (Other duties may be assigned to meet business needs):

Education and/or Experience

• Bachelor’s degree preferred.
• 2+ years of hands-on administrative support experience; minimum 5 years’ work experience in Real Estate / Commercial Lease Administration preferred.
• Proficiency in MS Word, MS Excel and MS Outlook a must.
• Knowledge of operating standard office equipment.
• Excellent communication skills – written and verbal.
• Ability to prioritize projects and strong problem-solving skills.
• Good research skills and attention to detail.
• Strong closing techniques.

Special Skills

• Detail oriented; Highly organized; Team player.
• Superior verbal, written and presentation skills.
• Demonstrate ability to accurately meet deadlines and manage large volumes.
• Yardi or similar property management accounting software skills.
• Solid grasp of business concepts, realistic judgment, and quantitative and critical thinking skills.
• Ability to maintain data integrity and accuracy and use data to identify and solve problems.
• Ability to work with little direction, maintaining confidentiality and professionalism.
• Knowledge of Fair Housing laws and regulations.
• Willingness and ability to learn additional software packages as they relate to the business.

Technology

• Highly proficient in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook) and Yardi.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: In person