We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and operational support to our Asset Management team. The ideal candidate will play a critical role in ensuring the efficient management of commercial real estate portfolios, lease documentation, tenant communications, and executive-level coordination.
This role requires a strong understanding of administrative functions, outstanding administrative skills, and the ability to handle sensitive information with discretion and professionalism.
Job Function:
Key Responsibilities:
Administrative Support:
- Manage calendars, schedule meetings, coordinate appointments, and handle travel arrangements for the Assist Management Team.
- Prepare and process expense reports, invoices, purchase orders, and check requests.
- Draft, proofread, and format business correspondence, reports, lease documents, and presentations.
- Organize and maintain physical and digital filing systems, including lease records, vendor contracts, compliance documents, and tenant correspondence.
Property/Lease Management Support:
- Assist with lease abstracting, tracking key lease dates (e.g., expirations, options, rent increases), and ensuring lease compliance.
- Prepare lease summaries, renewal notices, rent rolls, and CAM (Common Area Maintenance) reconciliations.
- Monitor lease obligations and coordinate communication with tenants regarding rent payments, renewals, repairs, and notices.
- Help manage vendor relationships, including obtaining bids, maintaining insurance certificates, and coordinating service contracts.
Project & Operational Support:
- Assist in the coordination of property inspections, maintenance schedules, capital improvement projects, and tenant build-outs.
- Track project timelines, budget updates, and deliverable status.
- Support budget preparation and forecasting by collecting financial data and compiling reports.
Communication & Client Service:
- Serve as a point of contact for internal stakeholders, tenants, vendors, and service providers.
- Respond to tenant requests and escalate maintenance issues or lease disputes as appropriate.
- Help prepare tenant newsletters, notices, or announcements.
Job Requirement:
Qualifications:
Required:
- 3–5 years of experience as an Executive Assistant, Administrative Assistant, or Coordinator, preferably in real estate, property management, or lease administration.
- Strong knowledge of office procedures, documentation standards, and calendaring tools.
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), MRI, and document management systems.
- Excellent organizational, time management, and multi-tasking skills.
- Ability to work independently, take initiative, and prioritize tasks in a fast-paced environment.
Preferred:
- Experience with Yardi, MRI, CoStar, VTS, or similar property management/lease administration platforms.
- Familiarity with real estate terms, lease abstracts, and CAM reconciliations.
- Notary Public certification (optional but a plus).
Key Competencies:
- High attention to detail and accuracy
- Discretion and integrity when handling confidential information
- Strong written and verbal communication skills
- Collaborative team player with a proactive mindset
- Ability to anticipate needs and problem-solve independently
