Commercial Assistant Property Manager

This hybrid position will provide property management, accounting, administrative, and operational support for a diverse commercial real estate portfolio consisting of approximately 3.2 million square feet across 42 properties. The portfolio includes life science and laboratory facilities, medical office, warehouse and industrial properties, and traditional commercial office buildings.

The ideal candidate is someone who is comfortable working across multiple properties, ownership entities, tenants, vendors, and internal departments and can effectively manage competing priorities in a fast-paced commercial real estate environment.

This position will work closely with Property Managers, senior management, accounting personnel, building engineers, tenants, and service providers. The successful candidate will have strong organizational and communication skills, excellent attention to detail, and the ability to take ownership of assignments while knowing when to escalate issues to management.

Property Management & Portfolio Support

• Assist Property Managers with the day-to-day administration and operation of assigned properties.
• Maintain organized and accurate electronic property files, including leases, contracts, correspondence, reports, permits, inspections, and other property documentation.
• Maintain current tenant, vendor, emergency contact, and property information.
• Assist with tenant move-ins, move-outs, construction activity, deliveries, and other scheduled building activities.

Accounting & Financial Support

Review, code, and process vendor invoices, confirming appropriate supporting documentation and routing invoices for approval.
Work with the Accounting and Property Management teams to research and resolve invoice discrepancies.
Assist with Accounts Receivable by reviewing tenant aging reports and outstanding balances.

Tenant Relations & Customer Service

Serve as a professional point of contact for tenants and assist with routine questions, requests, and service issues.
Develop positive working relationships with tenants and maintain accurate tenant contact and emergency contact information.
Prepare and distribute tenant communications, building notices, emergency notifications, and other correspondence.
Receive and monitor tenant service requests and coordinate with Property Managers, engineers, and vendors to facilitate resolution.

Work Orders & Building Operations

Enter, monitor, update, and close work orders within the applicable work order management system.
Follow up with building engineers, vendors, and tenants regarding outstanding service requests.
Monitor work order activity and assist with preparation of reports identifying open, completed, aging, or recurring issues.
Assist with tracking preventive maintenance activities, inspections, permits, licenses, and required building documentation.
Coordinate scheduling and access for vendors and contractors performing work at assigned properties.
Assist with tracking after-hours HVAC requests, tenant-specific services, and associated billable charges.

Vendor, Contract & COI Administration

Maintain Certificates of Insurance for tenants, vendors, contractors, and service providers and follow up on expired or non-compliant documentation.
Assist Property Managers with obtaining proposals and competitive bids for property services and projects.
Prepare service agreements and contract documentation for management review and approval.
Maintain contract files and tracking schedules, including contract terms, expiration dates, renewal dates, and insurance requirements.
Coordinate with vendors regarding service schedules, access, invoicing, documentation, and other administrative requirements.
Assist Property Managers with monitoring vendor performance and contract compliance.

Lease & Property Administration

Assist with maintaining lease administration records, including commencement dates, expiration dates, renewal options, critical dates, and tenant obligations.
Prepare and maintain lease commencement, expiration, move-in, and move-out documentation.
Assist with reviewing leases and related documents to research tenant responsibilities, operating expense provisions, insurance requirements, and other property management matters.
Maintain accurate property, tenant, and lease information within applicable management systems and shared files.

Administrative & Team Support

Prepare professional correspondence, spreadsheets, reports, notices, and other documents.
Maintain shared electronic files and ensure documentation is saved accurately and timely.
Schedule meetings, coordinate calendars, prepare meeting materials, and assist with follow-up items.
Assist with maintaining property management procedures, templates, trackers, and standard operating documents.
Provide coverage and administrative assistance to the Property Management and Accounting teams as needed.
Perform additional duties and special projects as assigned based on portfolio and business needs.