Assistant to Property Manager, Asset Services

Pracovní nabídka

The Assistant to Property Manager provides comprehensive administrative, financial, and operational support to the Property Management team in the management of commercial real estate assets. This role is critical in ensuring the efficient day-to-day operation of properties by coordinating tenant services, supporting financial reporting, maintaining compliance documentation, and serving as a liaison between tenants, vendors, and internal stakeholders. The position requires strong organizational skills, attention to detail, and a solid understanding of commercial real estate operations.

Core Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support to the Property Manager across a portfolio of commercial properties (office, retail, industrial, or mixed-use).
• Maintain accurate and organized property files, both digital and hard copy, in accordance with company policies and audit requirements.
• Assist with scheduling property inspections, meetings, site visits, and vendor appointments.
• Prepare meeting agendas, take meeting minutes, and track follow-up actions.

Tenant Relations

• Track and follow up on tenant service requests to ensure timely resolution.
• Assist with tenant onboarding and move-in/move-out processes, including coordination of access, keys, and documentation.
• Support the administration of tenant rules and regulations and assist with enforcement communications when required.

Financial & Accounting Support

• Review invoices for accuracy and proper coding prior to approval and processing.
• Track accounts payable and receivable items related to property operations.
• Assist with rent roll maintenance and review of tenant billings, recoveries, and escalations.
• Support month-end and year-end close processes, including variance explanations and supporting documentation.

Vendor & Contract Coordination

• Assist in the coordination and oversight of third-party vendors, contractors, and service providers.
• Maintain vendor files, insurance certificates, and compliance documentation.
• Track service contracts, expirations, and renewals, and assist with procurement processes as directed.
• Verify completion of work orders and assist with quality control follow-up.

Compliance & Risk Management

• Assist with ensuring properties comply with applicable regulations, safety standards, and company policies.
• Maintain records related to inspections, life safety systems, environmental reports, and risk management documentation.
• Support audit requests by compiling and organizing required property records.

Reporting & Systems

• Utilize property management and accounting systems (e.g., Yardi, MRI, SAP, JD Edwards, or similar platforms).
• Maintain data accuracy across internal systems and reporting tools.

Experience & Qualifications

• 1–3 years of experience in commercial property management, real estate administration, or a related support role preferred.
• Experience working within a large commercial real estate services firm or institutional environment is a plus.

Skills & Competencies

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Basic understanding of contracts and the ability to work with contractual documentation.
• High attention to detail and accuracy, particularly in financial and contractual documentation.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with property management software (e.g., Yardi, MRI) is beneficial but not necessary.
• Professional demeanour with strong customer service and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.