Commercial Property Assistant Manager

Overview

Robyn Properties Inc is a real estate company based in Ellicott City, MD. The company is committed to providing exceptional real estate services and aims to cater to the diverse needs of clients in the real estate market.

Commercial Assistant Property Manager

The Commercial Assistant Property Manager provides comprehensive back-end and administrative support for a multi-property commercial portfolio. This role is responsible for tenant financial administration, vendor and accounts payable coordination, utility and CAM billing, and operational support to Property Managers. The position serves as a central point of coordination for tenant, vendor, and accounting-related functions to ensure accurate billing, timely payments, and smooth day-to-day operations.

This position is well suited for a self-starter who takes ownership of their work and is motivated to grow and excel within commercial property management.

• Tenant Financial Administration
• Post and distribute CAM and Property Tax charges prepared by Property Managers
• Generate and send tenant invoices related to CAM, Property Tax, and other recoverable charges
• Calculate and bill tenant utility charges, including:
• Quarterly water and sewer charges based on tenant usage
• Monthly electric charges based on tenant usage
• Ensure billing accuracy, proper documentation, and timely delivery to tenants
• Respond to tenant inquiries related to billing, CAM charges, utility usage, and accounting matters
• Review, code, and approve vendor invoices for accuracy and compliance
• Verify invoices align with approved work and contracts
• Coordinate with vendors and accounting to resolve discrepancies
• Serve as the primary back-end point of contact for vendor-related needs

• Operational & Property Management Support
• Provide administrative and operational support to multiple Property Managers
• Assist with day-to-day property operations across a large commercial portfolio
• Track deadlines, follow-ups, and compliance-related items
• Support special projects and portfolio initiatives

• Reporting & Documentation
• Review monthly financial and operational reports for Property Managers
• Identify discrepancies and coordinate corrections with accounting or Property Managers
• Ensure tenant accounts are properly established and maintained throughout the lease lifecycle
• Maintain organized digital property files, invoices, reconciliations, and tenant records
• Prepare and set up new tenant files, ensuring accurate entry of lease terms and billing information
• Track tenant lease start and end dates to support timely billing, rent increases, and move-outs

• Tenant & Internal Coordination
• Act as a central point of contact for back-end tenant needs, including billing, documentation, and reporting
• Ensure consistent communication between tenants, vendors, accounting, and Property Managers
• Escalate high-risk or time-sensitive issues appropriately

• 2+ years of experience in commercial property management, real estate administration, or accounting support
• Working knowledge of CAM and operating expense recoveries preferred
• Experience with utility billing, tenant invoicing, or property-related financials preferred
• Strong understanding of accounts payable processes
• Highly organized with exceptional attention to detail
• Ability to manage multiple priorities across a large, fast-paced portfolio
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Experience with Avid Xchange for invoice processing (Nexus, or similar platforms preferred)
• Experience using Rent Manager (MRI, Yardi, or similar property management software preferred)
• Strong financial and analytical skills
• Clear, professional written and verbal communication
• Independent problem-solving and sound judgment
• Ability to handle confidential financial information
• Self-starter with the ability to work independently, anticipate needs, and take ownership of responsibilities
• Comfortable supporting multiple Property Managers and shifting priorities

This role supports a growing commercial portfolio and works closely with multiple Property Managers. Portfolio size and responsibilities may expand over time based on business needs.