Assistant Commercial Property Manager

Meadows & Ohly , LLC • Jacksonville, FL

4d

About The Position

Position Summary:

The Senior Associate, Real Estate Services provides advanced operational, administrative, and lease-administration support for Property Managers. This role supports all aspects of property management, tenant relations, financial administration, and construction coordination to ensure excellence in service delivery across Meadows & Ohly’s medical office building portfolio.

Essential Duties and Responsibilities:
Abstract leases and input data accurately into the property management system in accordance with established procedures.
Maintain and update tenant information in accounting and property management software.
Draft, revise, and format lease documents, contracts, amendments, and related correspondence.
Coordinate document routing, execution, and tracking with clients’ real estate and legal teams.
Serve as a point of contact for internal and external stakeholders regarding lease administration matters.
Manage and track the collection of tenant billings.
Validate, code, and process operating expense invoices in a timely manner.
Provide financial information to owners, investors, lenders, and tenants as needed.
Assist in the development and implementation of annual property operating and capital budgets.
Assist with vendor management, including service contract maintenance, invoice processing, and scheduling of services.
Coordinate building operations tasks such as maintenance requests, inspections, and tenant communication.
Support tenant relations through preparing correspondence, handling service requests, and assisting with rent collection.
Conduct routine property inspections and recommend required maintenance or improvements.
Provide support for construction and tenant improvement projects.
Assist with contractor communication, sample procurement, document management, permitting processes, payment applications, COIs, and lien waivers.
Coordinate with internal teams and external vendors to support timely and accurate project execution.
Compose professional correspondence and prepare confidential materials.
Review completed materials for accuracy, completeness, and compliance with format and standards.
Support, mentor, and oversee training for Property Assistant staff.
Organize workload, set priorities, and meet deadlines with minimal supervision.
Attend meetings with Property Managers, property owners, tenants, and building management teams as needed.

Requirements

• Proficient in Microsoft Office including Word, Excel, and Outlook.
• Excellent interpersonal, communication, and organizational skills.
• Ability to multi-task and consistently meet deadlines.
• Demonstrate traits as a self-starter, proactive manager, creative problem solver, and principal decision-maker.
• Able to work independently and in a team environment.
• Basic understanding of budgeting and financial statements.
• Familiarity with real estate and construction activities.
• Bachelors’ degree (B.A.) from a four-year college or university; or three years related experience and/or training; or equivalent combination of education and experience.
• Must have reliable transportation and hold a valid driver’s license.
• Successfully pass a criminal, credit background check and drug screen

Nice To Haves

• Experience with MRI and AvidXchange preferred.
• Active Real Estate salesperson license is preferred. If individual does not have a valid Real Estate license, it must be procured within six (6) months of hire date.

Responsibilities

• Abstract leases and input data accurately into the property management system in accordance with established procedures.
• Maintain and update tenant information in accounting and property management software.
• Draft, revise, and format lease documents, contracts, amendments, and related correspondence.
• Coordinate document routing, execution, and tracking with clients’ real estate and legal teams.
• Serve as a point of contact for internal and external stakeholders regarding lease administration matters.
• Manage and track the collection of tenant billings.
• Validate, code, and process operating expense invoices in a timely manner.
• Provide financial information to owners, investors, lenders, and tenants as needed.
• Assist in the development and implementation of annual property operating and capital budgets.
• Assist with vendor management, including service contract maintenance, invoice processing, and scheduling of services.
• Coordinate building operations tasks such as maintenance requests, inspections, and tenant communication.
• Support tenant relations through preparing correspondence, handling service requests, and assisting with rent collection.
• Conduct routine property inspections and recommend required maintenance or improvements.
• Provide support for construction and tenant improvement projects.
• Assist with contractor communication, sample procurement, document management, permitting processes, payment applications, COIs, and lien waivers.
• Coordinate with internal teams and external vendors to support timely and accurate project execution.
• Compose professional correspondence and prepare confidential materials.
• Review completed materials for accuracy, completeness, and compliance with format and standards.
• Support, mentor, and oversee training for Property Assistant staff.
• Organize workload, set priorities, and meet deadlines with minimal supervision.
• Attend meetings with Property Managers, property owners, tenants, and building management teams as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees