Commercial Property Management Administrative Assistant

Red Tail Acquisitions • Irvine, CA

6h • $0 - $60,000 • Remote

About The Position

The Commercial Property Management Administrative Assistant supports the day-to-day operations of commercial properties in the Midwest and East Coast, providing administrative support and helping ensure smooth property operations. The position is remote for candidates currently residing in the Midwest or East Coast regions of the United States and reports to the Regional Property Manager. The role handles administrative and lease-administration tasks, serves tenants and vendors, and works independently during typical business operating hours. The position is full-time, with a starting pay of $60,000 annually.

Requirements

• High school diploma or equivalent.
• At least 2 years of administrative assistant experience.
• Intermediate to advanced proficiency in Microsoft Word, Excel, and Outlook.
• Proficiency with general computer and internet use.
• Strong organizational, administrative, and time management skills.
• Ability to work independently with minimal supervision.
• Initiative in moving projects forward and taking ownership of responsibilities.
• Basic mathematical skills for invoice processing and rent payment posting.
• Ability to handle a high volume of tasks while focusing on customer service and efficiency.
• Ability to regularly sit, stand, walk, talk, hear, and use hands, legs, back, and arms.
• Vision ability including close, distance, and color vision, depth perception, and focus adjustment; ability to detect auditory or visual alarms.

Nice To Haves

• Administrative assistant experience in property management or a commercial office setting.
• Yardi experience.

Responsibilities

• Post ACH and lockbox payments.
• Assist with monthly financial review reports and check rent increases and variances.
• Post monthly rents and send tenant statements.
• Create charge batches for account bill-backs and credits, including late-fee credits or reversals, tenant reimbursements, and direct tenant billing.
• Compile and send gross sales reports.
• Create portfolio delinquency reports in preparation for defaults.
• Process invoices and contact vendors to request invoice changes when needed.
• Obtain W-9s and certificates of insurance (COIs) for new vendors.
• Prepare vendor service contracts.
• Set up new property folders as needed.
• Assist with annual property budget creation.
• Assist with annual CAM reconciliations.
• Coordinate tenant maintenance requests as needed.
• Track vendor COIs.
• Assist with preparing and obtaining verification letters.
• Assist with processing move-in and move-out documents.
• Maintain current tenant contact information in Yardi.
• Assist with estoppels, SNDAs, and other pertinent lease documentation as required.
• Prepare and send default notices.
• Assist with aged receivables collections.
• Track tenant COIs.
• Manage multiple administrative tasks while maintaining attention to detail.
• Respond to tenant needs in a timely and professional manner and provide customer service to tenants, vendors, and team members.
• Organize, prioritize, and coordinate tasks in a busy environment, using a solution-focused approach to issues, tenant complaints, and maintenance concerns.
• Work remotely and independently during typical business operating hours.
• Participate in work-related attendance or travel as needed.

Benefits

• 100% of employee-only premiums covered for medical, dental, vision, and life insurance.
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options.
• Company-matched 401(k) retirement savings plan.
• Paid time off, sick time, and paid holidays.
• Employee discount programs and savings on eligible products and services.
• Remote work flexibility.
• Company-sponsored educational programs and professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED