Job Description

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.

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