Asset Services Associate

AQUILA Commercial•Austin, TX

About The Position

AQUILA is seeking a driven, organized, and proactive individual to join our office asset team. This position supports office project leasing team efforts across a diverse portfolio by tracking deal activity, maintaining reporting systems, coordinating marketing and leasing materials, assisting with property tours, and serving as a key liaison between brokers, clients, marketing, and accounting teams. This role is highly collaborative and detail-oriented, with exposure to transactions, ownership reporting, and leasing strategy across multiple submarkets.

Requirements

Bachelor’s degree required; business, real estate, finance, or economics preferred
Active Texas real estate license required (or in process).
Strong working knowledge of Microsoft Office; experience with VTS, CRM platforms, and Adobe Acrobat is a plus
Comfortable working in a fast-paced, deadline-driven environment with minimal supervision
Strong analytical, written, and verbal communication skills
Detail-oriented with strong follow-through and accountability
Monitor calendar for scheduled activities and comes prepared to meetings
Excellent time management and ability to prioritize multiple projects simultaneously
Produces accurate, high-quality work, even under pressure
Consistently checks information for accuracy before distribution
Maintains organized, up-to-date files and reports
Able to follow established processes while adapting to changing priorities
Highly organized, proactive, and dependable
Strong sense of ownership and accountability
Collaborative team player who builds positive working relationships
Self-motivated with a positive, professional attitude
Comfortable coordinating across teams and personalities
Willingness to step outside defined responsibilities when needed to support the team

Nice To Haves

Commercial real estate experience preferred, but not required
Exposure to leasing, asset services, or brokerage environments a plus
Experience with VTS, CRM platforms, and Adobe Acrobat is a plus

Responsibilities

Leasing Operations, Reporting & Deal Support
Send responses and details for all leasing requirements and track activity
Maintain and update VTS (and other leasing tracking software) for assigned properties, including those not actively leased, ensuring accurate and timely data
Prepare leasing reports and summaries for weekly property and property ownership calls
Assist with scheduling, coordinating, and conducting property tours across the portfolio
Help prepare for the weekly team meetings by ensuring deal activity and updates from the prior week are current and accurate
Submit all transaction request forms for all deals
Run financial calculations for leasing transactions and coordinate with accounting to ensure invoices are accurate and paid in a timely manner
Market Data, Surveys & Research
Complete and submit quarterly surveys for CBD, East, Northwest, and Southwest submarkets for quarterly reporting
Assist with the preparation of comp sets, market surveys, and leasing intelligence for owners and internal teams
Help assemble tour books, leasing packages, and ownership-facing materials
Marketing & Proposal Support
Assist in preparing initial leasing proposals for office properties
Coordinate with the marketing team on floorplans, property marketing materials, e-blasts, holiday gifts, and client events
Serve as a liaison between brokerage, asset services, marketing, and management teams to ensure consistent communication and execution
Support the creation and updating of leasing and business development materials
General Coordination & Administrative Support
Maintain accurate files, reports, and documentation related to leasing activity
Assist with scheduling meetings, tours, and internal coordination as needed
Participate in weekly team meetings and collaborate closely with brokers and asset services professionals
Assist with additional duties and special projects as assigned
Flexibility to work outside standard business hours may occasionally be required