Property Assistant

Job Overview

Key Responsibilities

• Serve as the first point of contact for tenant service requests.
• Coordinate and follow up on work orders to ensure tenant satisfaction.
• Provide emergency and safety information to tenants and assist with evacuation drills.
• Prepare proposals and invoices for additional services and utilities.
• Assist with planning and coordinating tenant events.
• Manage property access systems, including activating/deactivating access cards and maintaining emergency contact lists.

• Process, code, and monitor invoices in the accounting system in compliance with company guidelines.
• Assist with requisitions for property operations and construction/design services.
• Generate reports as needed.

• Coordinate and maintain service contracts, ensuring compliance with insurance and lien waiver requirements.
• Track contract expirations and manage renewals/change orders.
• Maintain up-to-date service contract and insurance claim records.

• Provide day-to-day administrative support to Property Managers and field staff.
• Draft and edit correspondence, memos, spreadsheets, and reports.
• Manage filing systems, office supplies, equipment, and service agreements.
• Schedule meetings, coordinate calls, and prepare documents such as claim submissions, incident reports, and tenant handbooks.
• Administer the automated work order system and train new staff as needed.

• Coordinate tenant move-ins and move-outs, including Certificates of Insurance, rules and regulations, and after-hours requirements.
• Prepare tenant welcome materials (letters, handbooks, signage, and gifts).
• Support Property Managers with signage requests in accordance with building specifications.
• Assist with organizing meetings and calls with internal and external stakeholders.

Qualifications

• Education: High School Diploma or equivalent required.
• Experience: Minimum of 2 years of administrative experience, preferably in property management or real estate.
• Computer Skills: Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn company-specific software. Familiarity with graphics presentation programs preferred.
• Ability to adapt to new or changing software programs.