Administrative Assistant/Receptionist

Administrative Assistant – Commercial Property Management

The Administrative Assistant provides essential administrative and clerical support to the Commercial Property Management team to ensure efficient daily office operations. This role assists property managers with tenant communications, lease administration, vendor coordination, and property documentation for commercial office buildings.

The ideal candidate is organized, detail-oriented, and able to manage multiple administrative responsibilities in a fast-paced property management environment.

Key Responsibilities:

· Answer and direct incoming calls and emails from tenants, vendors, and contractors

· Assist property managers with tenant correspondence and service requests

· Maintain and update tenant files and lease files (electronic and physical)

· Assist with scheduling maintenance, and vendor services

· Process invoices and work orders

· Support Accounts Payable and Accounts Receivable processes (rent tracking, vendor payments)

· Maintain records of property maintenance requests and work orders

· Coordinate communication between tenants, contractors, and property management staff

· Monitor and track Certificates of Insurance (COIs) for tenants and vendors

· Order office supplies as needed

· Maintain confidentiality of tenant information and company records

· Assist with move-in and move-out documentation

· Provide general administrative support for multiple commercial properties

· Perform other duties as assigned by the Property Manager

Required Skills and Qualifications:

· High school diploma or GED

· 1–3 years of administrative or office support experience

· Proficiency in Microsoft Office (Word, Excel, Outlook)

· Strong organizational and time management skills

· Excellent written and verbal communication skills

· Attention to detail and accuracy

· Ability to multitask and manage competing priorities

· Customer service experience preferred

· Ability to work independently and as part of a team

Preferred Qualifications:

· Previous experience in property management, real estate, or leasing office is a plus

· Familiarity with property management software (e.g., Skyline)

· Basic knowledge of lease agreements and property management procedures

· Experience with invoice processing

· Understanding of commercial tenant relationships and service coordination

Work Environment:

· Professional office setting

· Frequent communication with tenants, vendors, and contractors

· Fast-paced environment managing multiple properties or tenants

· Full-time position (Monday – Friday)

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer

· Ability to occasionally lift files or office supplies (up to 20 pounds)

Benefits:

· Commensurate based on qualifications & experience

· Include medical, dental, vision, life insurance, short-term disability, company match 401K, vacation, and holiday pay

***Please provide salary range expected

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Work Location: In person