Administrative Assistant

Overview:

Support the Property Manager in overseeing day-to-day operations, tenant relations, financial administration, and vendor coordination for a large mixed-use commercial portfolio consisting of office, medical office, and industrial assets. This role works closely with building engineers, leasing, accounting, vendors, and tenants.

Location: University area, NC

Schedule: 100% onsite 8am-4pm

Opportunity: 3 month contract

Responsibilities:

• Serve as the primary point of contact for tenant requests and service issues
• Maintain strong relationships with tenants and assist with tenant engagement initiatives
• Communicate building policies, procedures, and operational updates to tenants
• Create work authorizations, special project requests, tenant billbacks, and service agreements
• Coordinate vendor proposals and manage invoice processing
• Conduct routine property inspections to ensure building standards, safety compliance, and tenant satisfaction
• Monitor janitorial, landscaping, security, and maintenance services
• Coordinate tenant move-ins, move-outs, and improvement projects
• Manage access credentials and administrative documentation (e.g., facility forms)
• Review, code, and process vendor invoices
• Assist with monitoring and following up on outstanding receivables, including delinquent accounts
• Support monthly expense reconciliations
• Maintain vendor and tenant compliance documentation (e.g., insurance certificates)
• Track lease abstracts, critical dates, rent escalations, expirations, and renewals
• Help ensure compliance with lease terms for both landlord and tenants

Qualifications:

• 2–5 years of experience in commercial or residential property management
• Strong organizational and communication skills
• Ability to manage multiple priorities across diverse asset types
• Familiarity with commercial leases and property operations
• Proficiency in property management software (e.g., Yardi) and Microsoft Office Suite (Excel, Word, Outlook)