Commercial Property Assistant

Meadows & Ohly , LLC•Maitland, FL

About The Position

The Associate, Real Estate Services provides high-quality administrative, operational, and tenant support across a regional real estate portfolio. This role supports property managers, construction teams, and corporate initiatives by maintaining accurate data, coordinating service delivery, and ensuring a positive tenant experience. The ideal candidate excels in a fast-paced environment, is highly organized, and brings a proactive, solutions-oriented approach.

Requirements

Proficient in Microsoft Office including Word, Excel, Outlook, and PowerPoint
Excellent interpersonal, organizational, communication, and problem-solving skills.
Ability to multi-task and consistently meet deadlines.
High level of accuracy and attention to detail.
Strong customer service skills.
Experience with administration preferred.
Ability to handle sensitive and confidential information; demonstrates poise, tact and diplomacy.
Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Ability to work well in small, dynamic regional team environment.
Associate’s degree from a college or university required with Bachelor’s degree preferred.
Previous work experience in office-related setting preferred.
Must be able to successfully pass a background, credit and drug screen.

Responsibilities

Maintain and update tenant, lease, and property data within accounting/property management systems; abstract lease documents and ensure accurate records.
Draft, edit, and manage legal documents including leases, amendments, and service contracts.
Support preparation of owner and corporate financial reporting packages.
Manage vendor files, service agreements, and certificates of insurance (COIs).
Process and validate invoices; schedule and track vendor services and recurring maintenance.
Serve as a point of contact for tenant inquiries and coordinate timely responses.
Facilitate tenant communications, including notices, newsletters, and event materials.
Assist with move-ins/move-outs, tenant handbooks, life-safety programs, drills, and documentation.
Plan and support tenant engagement initiatives and property events.
Assist with construction and capital project administration including ordering samples and plans, and coordinating contractor documentation (COIs, lien waivers, payment apps)
Track project milestones and coordinate communication among stakeholders.
Create presentations.
Support regional projects, business planning, and annual property budget preparation.
Manage calendars, schedule meetings, prepare agendas, and compile meeting materials.
Draft professional correspondence and ensure documents follow company standards.
Coordinate travel arrangements and prepare expense reports.
Provide general office support: file management, supply ordering, guest support, and mail handling.