Commercial Administrative Assistant
Reports To: Director of Commercial Property Management
Department: Commercial Property Management
Classification: Administrative / Technical
Interacts With:
- External: Commercial tenants, vendors, consultants
- Internal: Property managers, accounting staff, and other internal personnel
Position Summary:
The Commercial Administrative Assistant plays a key support role within the Commercial Property Management team, providing administrative and accounting-related assistance across a diverse portfolio of commercial properties. This role requires strong attention to detail, organizational skills, and the ability to manage competing priorities in a fast-paced environment. The ideal candidate will support lease administration, financial documentation, vendor coordination, and internal reporting to ensure smooth day-to-day operations.
Key Responsibilities:
Administrative Support
- Provide day-to-day administrative support to the Commercial Accounting Manager.
- Prepare correspondence, maintain filing systems, generate financial reports, and manage schedules.
- Coordinate communications between property managers, tenants, and vendors to resolve inquiries and share documentation.
- Handle high-volume document processing (mailings, copies, faxes, etc.).
Lease & Financial Documentation
- Assist with operating expense reconciliations and real estate tax escalations.
- Communicate with tax authorities to obtain water, sewer, and property tax statements.
- Organize backup materials for financial audits and reviews.
- Prepare and maintain billing and expense reports.
Utilities & Billing Support
- Retrieve and track utility bills (e.g., water and sewer) as needed.
- Update utility schedules for applicable properties.
- Generate and distribute monthly commercial billing reports.
Performance Expectations:
- Timely and accurate completion of tasks and responsibilities.
- Strong adherence to internal policies, department standards, and executive directives.
- Proactive communication and collaboration with internal team members and external contacts.
- Consistently low volume of tenant issues, indicating effective and timely resolution.
- Upholding the highest levels of professionalism, discretion, and integrity.
Qualifications:
- Minimum of 2+ years of experience in an administrative or accounting support role, ideally in commercial real estate or property management.
- An associate's or Bachelor's degree in Business, Finance, Accounting, or a related field is preferred.
- Familiarity with property management systems (Yardi, MRI, Payscan, AvidXchange) is highly preferred.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Strong organizational, time management, and communication skills.
- Ability to work independently while contributing to a collaborative team environment.
- High level of accuracy and attention to detail.