Job Description

Administrative Assistant

The Administrative Assistant is the first point of contact at the front desk, providing a welcoming, professional experience for tenants, visitors, vendors, and prospective clients. This role supports daily property administration, tenant services, and accounts payable processes to ensure efficient operations across the commercial portfolio. This position is temp to hire and will pay between $19 and $22/hr.

Responsibilities

• Greet visitors and tenants, manage sign-ins, issue badges, and direct traffic to appropriate contacts and locations
• Answer and route calls, monitor shared inboxes, and respond to general inquiries in a timely, professional manner
• Maintain reception area and common spaces, ensuring cleanliness, signage accuracy, and safety compliance
• Coordinate meeting room reservations, building events, and tenant engagement activities
• Assist with tenant onboarding and move-ins/move-outs, including documentation and scheduling
• Prepare, edit, and distribute property notices, memos, newsletters, and tenant communications
• Maintain property files and records (leases, certificates of insurance, vendor contracts, work orders) in digital and physical formats
• Enter and track service requests/work orders; follow up with vendors and tenants until completion
• Support preventive maintenance scheduling and building inspections; log results and action items
• Assist with vendor management, including onboarding, compliance tracking, and performance follow-up
• Collect, log, and deposit checks as directed; reconcile delivery logs and manage mail and packages
• Process accounts payable, including invoice intake, coding, approvals routing, and entry into accounting systems
• Verify invoice accuracy against contracts, purchase orders, and work completion; resolve discrepancies with vendors
• Maintain AP files, aging reports, and payment schedules; support month-end close tasks as needed
• Generate routine reports (tenant rosters, COI tracking, vendor lists, work order summaries)
• Order office and building supplies; manage inventory and reorder cycles
• Support compliance with building policies, life-safety protocols, and risk management procedures
• Provide general administrative support to the property management team and assist with special projects

Qualifications

• High school diploma or equivalent; associate’s degree or administrative certification preferred
• Experience in commercial real estate, property management, facilities, or professional office reception preferred
• Familiarity with accounts payable processes and basic accounting principles
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and property/accounting software (e.g., Yardi, MRI, Angus, Building Engines) preferred
• Strong communication, customer service, and interpersonal skills
• Detail-oriented with excellent organizational and time management abilities
• Ability to manage multiple priorities, maintain confidentiality, and exercise sound judgment
• Professional demeanor and reliability in a front desk, tenant-facing environment

If you are interested in learning more, please apply now.

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