Administrative Assistant-Commercial Property Management

Kiemle Hagood • Spokane, WA

16h • Onsite

About The Position

The Administrative Assistant provides operational and administrative support to Property Associates, Property Managers, Senior Property Managers, and Portfolio Managers in accordance with Kiemle Hagood policies, procedures, and standards. This role supports day-to-day property management activities, tenant and owner communications, and financial and operational processes to ensure efficient and consistent service delivery across the portfolio. Administrative Assistants play a key role in supporting property operations by coordinating communication, maintaining accurate records, and assisting with reporting, leasing documentation, and tenant interactions. They serve as a point of contact for tenant requests and internal coordination, ensuring timely follow-through and a high level of customer service. This role operates within the portfolio team and works closely with property management staff to support overall portfolio performance while developing a foundational understanding of property management processes and systems.

Requirements

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office technology
• Ability to learn and effectively use property management software and systems (e.g., MRI)
• Strong organizational and time management skills with the ability to manage multiple tasks and priorities
• Strong written and verbal communication skills
• Detail-oriented with strong follow-through and accuracy
• Customer service mindset; professional, responsive, and helpful in all interactions
• Ability to identify problems and collaborate with team members to resolve issues
• Professional appearance and demeanor
• Strong organizational and multitasking abilities
• Ability to prioritize workload and adapt to changing demands
• Detail-oriented with consistent follow-through and accountability
• Demonstrates a proactive and team-oriented mindset
• Willingness to learn and develop knowledge of property management processes and systems
• Receptive to feedback and committed to growth through training, mentorship, and team collaboration
• Demonstrates accountability for assigned tasks, deadlines, accuracy of work, and timely follow-through on tenant and team requests
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Ability to maintain attention to detail while performing administrative and support functions
• Ability to think critically, identify issues, and take appropriate action within defined procedures and guidelines
• Prolonged periods of sitting, typing, and computer use
• Occasional walking, bending, and lifting up to 25 pounds
• Ability to communicate effectively via phone, email, and in person

Nice To Haves

• Associate’s degree or equivalent work experience in an administrative or related field preferred

Responsibilities

• Provide administrative support to assigned portfolio team members
• Coordinate and complete special projects, reports, and tasks as assigned
• Maintain organized and accurate tenant and owner files, including lease documentation and updates
• Assist with preparation of correspondence, reports, budgets, and property-related documentation
• Serve as a primary point of contact for tenant inquiries, maintenance requests, and service concerns
• Dispatch work orders to building engineers or vendors and track completion
• Follow up with tenants to ensure issues are resolved in a timely and satisfactory manner
• Communicate effectively with tenants, vendors, and internal team members regarding request status
• Assist with lease administration tasks, including document preparation, tenant onboarding, and move-in/move-out processes
• Coordinate tenant onboarding, including welcome packages and account setup information
• Support rent collection efforts, including tenant communication and follow-up
• Order credit checks and assist with tenant verification processes
• Utilize property management systems (e.g., MRI) to enter, maintain, and retrieve property and tenant data
• Generate reports, letters, and follow-up documentation for property management teams
• Assist with tracking invoices, reports, and other financial documentation as directed
• Code invoices accurately and in a timely manner
• Attend and participate in portfolio and department meetings
• Provide backup support for reception and other administrative staff as needed
• Collaborate with team members to ensure consistent service delivery across the portfolio
• Perform other duties, responsibilities, and special projects as assigned by the Director of Commercial Property Management.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life and AD&D insurance
• Long-term disability insurance
• Company provided dollars to use towards medical, dental and vision
• Retirement Plans - eligible after 1000 hours of service. Vested immediately. Company matches up to a set amount each year.
• Vacation - lump sum to begin the following month of hire to equal 10 hours per month. (3 weeks)
• Paid Holidays - 9 paid holidays per year.
• Sick Pay - 0.038462 hours of sick per hour worked (on average 10 days per year). Up to 80 hours carryover each year.
• Discretionary bonuses

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree