Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative 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

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