Asset Services Associate

AQUILA is seeking a driven, organized, and proactive individual to join our office asset team. This position supports office project leasing team efforts across a diverse portfolio by tracking deal activity, maintaining reporting systems, coordinating marketing and leasing materials, assisting with property tours, and serving as a key between brokers, clients, marketing, and accounting teams.

This role is highly collaborative and detail-oriented, with exposure to transactions, ownership reporting, and leasing strategy across multiple submarkets.
JOB RESPONSIBILITIES
Leasing Operations, Reporting & Deal Support

• Send responses and details for all leasing requirements and track activity
• Maintain and update VTS (and other leasing tracking software) for assigned properties, including those not actively leased, ensuring accurate and timely data
• Prepare leasing reports and summaries for weekly property and property ownership calls
• Assist with scheduling, coordinating, and conducting property tours across the portfolio
• Help prepare for the weekly team meetings by ensuring deal activity and updates from the prior week are current and accurate
• Submit all transaction request forms for all deals
• Run financial calculations for leasing transactions and coordinate with accounting to ensure invoices are accurate and paid in a timely manner

• Complete and submit quarterly surveys for CBD, East, Northwest, and Southwest submarkets for quarterly reporting
• Assist with the preparation of comp sets, market surveys, and leasing intelligence for owners and internal teams
• Help assemble tour books, leasing packages, and ownership-facing materials

• Assist in preparing initial leasing proposals for office properties
• Coordinate with the marketing team on floor plans, property marketing materials, e-blasts, holiday gifts, and client events
• Serve as a liaison between brokerage, asset services, marketing, and management teams to ensure consistent communication and execution
• Support the creation and updating of leasing and business development materials

• Maintain accurate files, reports, and documentation related to leasing activity
• Assist with scheduling meetings, tours, and internal coordination as needed
• Participate in weekly team meetings and collaborate closely with brokers and asset services professionals
• Assist with additional duties and special projects as assigned
• Flexibility to work outside standard business hours may occasionally be required

• Bachelor’s degree required; business, real estate, finance, or economics preferred
• Active Texas real estate license required (or in process).
• Commercial real estate experience preferred, but not required
• Exposure to leasing, asset services, or brokerage environments a plus

• Strong working knowledge of Microsoft Office; experience with VTS, CRM platforms, and Adobe Acrobat is a plus
• Comfortable working in a fast-paced, deadline-driven environment with minimal supervision
• Strong analytical, written, and verbal communication skills
• Detail-oriented with strong follow-through and accountability

• Monitor calendar for scheduled activities and comes prepared to meetings
• Excellent time management and ability to prioritize multiple projects simultaneously
• Produces accurate, high-quality work, even under pressure
• Consistently checks information for accuracy before distribution
• Maintains organized, up-to-date files and reports
• Able to follow established processes while adapting to changing priorities

• Highly organized, proactive, and dependable
• Strong sense of ownership and accountability
• Collaborative team player who builds positive working relationships
• Self-motivated with a positive, professional attitude
• Comfortable coordinating across teams and personalities
• Willingness to step outside defined responsibilities when needed to support the team