Administrative Assistant (Commercial Property Management)

Position Overview:The Property Administrator will provide first-class on-site property management services and support the Property Manager with day-to-day administrative and operational responsibilities, including light invoicing, data entry, work order coordination, office administration, and customer service. This role is highly detail-oriented and process-driven, requiring strong organizational skills and a proactive approach to supporting building operations and tenant needs. Essential Duties & Responsibilities:Serve as a primary administrative point of contact for tenants and internal departments, responding to inquiries and coordinating resolutions in a timely and professional manner. Prepare and distribute Lease Administration forms including Lease Commencements, Lease Expirations, and Move-in/Move-out documentation with a focus on accuracy and recordkeeping. Coordinate and track building services such as Janitorial, Day Porter, Security, and Landscaping by maintaining schedules, service logs, and documentation rather than performing on-site oversight. Maintain organized Tenant and Vendor files, including hard copy records and digital filing within SharePoint and other networked systems. Answer and screen incoming calls, greet visitors, accept deliveries, maintain conference room schedules, and manage office supply orders. Provide administrative support for special events such as broker events, tenant events, and internal company functions. Receive work order requests via phone, email, or in person and enter requests into the web-based work order system; monitor and track completion for reporting purposes. Maintain accurate records for Purchase Orders, Service Contracts, and Certificates of Insurance. Support tenant relations primarily through administrative coordination and communication rather than routine physical visits. Assist the Property Manager and Accounting Department with financial reporting support, data entry, and budget tracking. Code and process invoices in a timely manner using the Accounts Payable Workflow System, ensuring accuracy and proper documentation. Assist with monthly Aging Reports and Accounts Receivable tracking and follow-up. Prepare tenant statements, ledgers, and charge documents with attention to detail and compliance. Order and track uniforms for engineering staff as needed. Perform other administrative and operational duties as assigned. Qualifications:One to two years of administrative and/or property managementrelated experience with an emphasis on office support, coordination, and data entry. Minimum of high school diploma/GED equivalent. Experience in a commercial real estate, property management, or hospitality-related environment preferred. Must have a valid drivers license with proof of insurance if driving is required for the position. Proficient in Microsoft Office (Outlook, Word, and Excel); experience with Yardi, Procure to Pay, and SharePoint is preferred but not required. Strong written and verbal communication skills with the ability to stay organized, proactive, and detail-oriented in a fast-paced environment.