Assistant Property Manager (Commercial Real Estate)

The mission of the Assistant Property Manager is to streamline administrative tasks, maintain detailed documentation, and provide essential support to the property management team. The ideal candidate will use strong organizational skills and attention to detail to enhance operational efficiency.

Key Responsibilities:

Administrative & Operational Support:

• Draft leases, license agreements, and related documents from templates.
• Calculate rent rates using Excel models.
• Verify and secure all required lease documentation.
• Process and coordinate tenant move-ins and move-outs, including administrative management of Smartsheet processes.
• Reviewing monthly property management reports and providing feedback to management.
• Organize, save, and properly label files in Dropbox.
• Update and manage contacts in HubSpot.
• Data entry and accurate digital filing.
• Assist accounting with filing, accounts receivable, and submitting essential documents (leases, renewals, move-outs, invoices, etc.).

Tenant & Marketing Coordination:

• Manage marketing initiatives for executive suites, respond to inquiries, vet prospects, coordinate showings, and assist with move-ins.
• Conduct financial reviews of prospective tenants.
• Track lease expirations, renewals, and maintain lease administration reports.

Reporting & Project Management

• Review monthly property management reports and provide detailed feedback to management.
• Manage reports such as Leases in Process, Vacancy & Opportunity Cost.
• Administer small projects or fieldwork when a property manager is unavailable.
• File Termination of Notices of Commencement (NOCs).

Insurance Management

• Manage expiring certificates of insurance.
• Solicit new insurance documents ensuring they meet company requirements.
• Organize and maintain detailed insurance records.

Vendor Coordination

• Source new vendors.
• Establish and maintain vendor communications.
• Follow up on priority work orders and requirements.
• Ensure accountability and performance standards are consistently met.

Calendar & Scheduling

• Support calendar management, scheduling meetings, and general administrative duties.

Who You Are:

✔ Highly organized with excellent time-management skills.

✔ Strong communicator, both written and verbal.

✔ Detail-oriented and comfortable managing multiple tasks.

✔ Proactive in identifying solutions and improving processes.

✔ Comfortable working independently in a remote environment.

Target Candidate:

• Minimum 2 years of experience in commercial property management or related field.
• Proficient in Microsoft Office, especially Excel and Word.
• Experience using CRM tools such as HubSpot.
• Familiarity with commercial real estate terminology and practices.
• Experience with property management software (e.g., Yardi, AppFolio).
• Project coordination or management experience
• Strong problem-solving skills and adaptability.