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This is a remote position.
Our client is looking for an Assistant Property Manager to provide administrative, operational, and tenant-facing support across a growing commercial real estate portfolio. Their organization is an established commercial real estate investment firm focused on acquiring, developing, and managing diverse commercial assets, with significant portfolio growth and investment activity in recent years.
This position is ideal for a highly organized, proactive professional who understands commercial property operations and can confidently manage lease documentation, tenant and vendor coordination, reporting, insurance records, and administrative workflows. The Assistant Property Manager will work closely with property and asset management teams to keep day-to-day operations organized, accurate, and moving forward.
Responsibilities
Prepare leases, license agreements, and related documentation using established templates.
Calculate rental rates and related figures using Excel-based models.
Review lease files to ensure all required documentation is complete and properly maintained.
Coordinate executed leases and agreements for signatures, distribute final copies to tenants, and maintain organized digital records.
Manage assigned administrative workflows and processes through Smartsheet.
Organize and maintain digital files in Dropbox using accurate naming and filing conventions.
Perform data entry and keep property documentation accurate and up to date.
Support accounting processes by organizing documentation related to accounts receivable, collections, leases, renewals, move-outs, invoices, and other property records.
Assist with financial reviews of prospective tenants.
Monitor lease expiration dates and renewals and maintain accurate lease administration reports.
Coordinate onboarding documentation for approved new tenants, including welcome communications, surveys, and Certificate of Insurance requirements.
Maintain professional communication with tenants and assist with property-related questions, repair needs, and outstanding accounts receivable.
Review monthly property management reports and provide detailed observations to management.
Maintain and update reports related to leases in progress, vacancies, maintenance, and opportunity costs.
Coordinate small projects or field-related assignments when a Property Manager is unavailable.
Handle documentation related to Termination of Notices of Commencement (NOCs).
Monitor expiration dates for tenant and vendor Certificates of Insurance and request updated documentation as needed.
Verify that insurance documents meet established requirements and maintain accurate insurance records.
Establish and maintain effective communication with vendors.
Coordinate vendors and schedule repairs when maintenance issues arise.
Follow up on priority work orders and outstanding requirements to ensure timely completion.
Monitor vendor performance and help ensure expected service standards are consistently met.
Assist with calendar management, meeting scheduling, and other administrative responsibilities as needed.
Requirements
Minimum 2 years of experience in commercial property management or a closely related field.
Working knowledge of commercial real estate terminology, leasing processes, and property operations.
Strong Microsoft Office skills, particularly Excel and Word.
Experience working with CRM platforms such as HubSpot.
Experience with property management platforms such as Yardi, AppFolio, or comparable software.
Previous project coordination or project management experience.
Strong written and verbal communication skills.
Excellent organizational and time-management abilities.
High attention to detail when handling leases, reports, insurance documents, and property records.
Ability to prioritize multiple responsibilities and deadlines simultaneously.
Strong problem-solving skills and adaptability.
Ability to work independently and remain accountable in a remote environment.
Qualifications
The ideal candidate is proactive rather than reactive and is comfortable taking ownership of administrative and operational processes. They should be able to spot missing information, follow up without constant supervision, communicate professionally with tenants and vendors, and maintain accurate documentation across several properties and systems.
Previous exposure to commercial real estate, particularly retail, industrial, or other multi-tenant commercial assets, will be highly valuable. Candidates should also be comfortable reviewing financial and operational information rather than focusing exclusively on general administrative tasks.
Benefits
Full-time position.
100% remote.
Opportunity to work with an established and growing U.S. commercial real estate organization.
