Administrative Assistant, Property Management

Administrative Assistant, Property Management

The Administrative Assistant for the Property Management Department is responsible for assisting the property managers in maintaining the day-to‑day operations of a portfolio of commercial properties. The Administrative Assistant facilitates the efficient operation of the Property Management Department by performing a variety of clerical and administrative tasks, will have exceptional analytical and communication skills, and must be a self‑starter.

Key Responsibilities

• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Prepare notices to Tenants regarding construction and delinquent payments.
• Prepare Deal Sheets and other backup forms for lease renewal and assignments.
• Review required insurance certificates when necessary.
• Assist the assigned Property Manager in an administrative function to complete team projects in a timely manner.
• Assist in collecting and tracking COI and gross sales as necessary; review COI’s for proper coverages/additional insureds.
• Assist with ensuring all move‑in/move‑out paperwork is completed correctly and has been approved by the property manager as well as entered into on‑site property management software system.
• Works with property manager to minimize expenditures, maximize revenues and adhere to budgeted cost parameters.
• Review and coding of vendor invoices.
• Coordinate document preparation and inter‑office correspondence with the Corporate office.

Qualifications (Knowledge/Skills/Abilities/Experience)

• 2-3 years of experience in Commercial Real Estate with an emphasis on retail properties.
• Experience with MRI is a plus.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems, such as recordkeeping and filing.
• Ability to work independently.

Working conditions

• Prolonged periods of sitting at a desk and working on a computer.

Thank you for applying to Westwood Financials. We will review your resume and get back to you shortly.