Property Associate (PM)

Aston Carter•East Rutherford, NJ

12h•$32 - $38•Onsite

About The Position

The Property Associate provides essential administrative and accounting support to a property management team responsible for one or more commercial buildings. This on-site role focuses on processing invoices, managing contracts and certificates of insurance, supporting accounts payable and receivable activities, and maintaining organized documentation and office operations. The Property Associate also helps ensure positive tenant relationships by delivering responsive, professional customer service and supporting day-to-day building operations.

Requirements

High school diploma is required.
Bachelor’s degree (BA/BS) is preferred and a degree is required for the role.
Minimum of 1 year of experience in a commercial real estate property team or office management environment.
0–2 years of experience in an administrative or operational support role.
Proficient knowledge of Microsoft Office Suite, particularly Excel and Outlook, with a willingness to learn new programs and technology.
Strong organizational skills and attention to detail, with the ability to maintain accurate records and filing systems.
Advanced oral and written communication skills to interact professionally with tenants, vendors, and internal stakeholders.
Ability to prioritize tasks, manage time effectively, and handle multiple projects under pressure.
Self-starter mindset with the ability to work both autonomously and as part of a team.
Ability to interact effectively with coworkers and internal clients at all levels and across multiple disciplines.
Ability to calculate figures and percentages for basic financial and billing tasks.
Capability to develop effective and constructive solutions to challenges and obstacles.
Comfort with change and uncertainty, with the ability to shift gears and make decisions without having the complete picture.
Basic understanding of customer service principles and a commitment to providing superior service.
Ability to occasionally work flexible hours that may exceed 8 hours per day, 5 days per week, or 40 hours per week.
Physical ability to sit for long periods, frequently stand, walk, reach with hands and arms, stoop, kneel, crouch, or crawl as needed.
Ability to read video display terminals, order forms, and other written documents accurately.
Ability to lift a minimum of 35 pounds when required.
Ability to use and access stairwells during emergencies.
Proficiency in using keyboards for typing and computer input.
Ability to hear, speak, and answer the office telephone system clearly.

Nice To Haves

Experience in commercial real estate, property management, or a property team environment is highly beneficial.
Experience in office management or administrative support roles is advantageous.
Experience handling billing inquiries and basic accounting or bookkeeping tasks is helpful.
Familiarity with vendor management, including gathering W-9 forms and assisting with new vendor setup, is a plus.
Experience tracking and managing certificates of insurance for tenants and contractors is an asset.
Comfort working with work order systems, email platforms, and other business technologies.
Ability to support event planning, meeting coordination, and travel arrangements.
Demonstrated ability to work in a fast-paced environment while maintaining accuracy and professionalism.
Strong problem-solving skills with a proactive approach to improving processes and reducing costs.
Interest in or exposure to sustainability initiatives and community-focused work within a commercial real estate context.

Responsibilities

Participate in processing accounts payable by reviewing, coding, and routing invoices for payment in a timely and accurate manner.
Assist with accounts receivable activities, including preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
Track administrative expenses to ensure they remain within budget and identify opportunities to reduce costs.
Coordinate document management related to lease execution, distribution, and filing to ensure all lease records are complete and accessible.
Track lease notification requirements and deadlines to prevent missed notices and ensure proper distribution of all lease-related communications.
Monitor email, phone calls, and work order systems regularly to provide prompt, courteous responses and direct inquiries to the appropriate team members.
Maintain general office organization to support an efficient and professional work environment.
Sort, organize, and distribute incoming mail and packages, and prepare and send outgoing mail and shipments.
Prepare and distribute general correspondence, memos, and other written communications as needed.
Organize, compile, and prepare reports for internal and external distribution.
Create and maintain accurate and organized physical and digital filing systems for property, tenant, vendor, and financial records.
Update and maintain employee, client, tenant, and customer contact databases.
Coordinate conference room reservations and support meeting logistics.
Organize department lunches, meetings, events, and business travel arrangements.
Receive building access requests and coordinate access for visitors, vendors, and contractors.
Ensure tenant and contractor certificates of insurance are accurate, current, and compliant with established standards.
Track expiration dates for tenant and contractor certificates of insurance and provide advance notice of upcoming expirations.
Support compliance with management and engineering operations audits by assisting with file preparation, documentation, and record-keeping.
Participate in the new tenant welcome and orientation program and assist with move-in and move-out procedures.
Track and coordinate access card activations and deactivations as needed.
Assist the property team in developing, updating, and implementing property and employee manuals.
Maintain regular contact with maintenance, security, and building staff to help ensure the cleanliness, safety, and security of common areas.
Document incidents involving potential property or equipment liability and forward information to risk management personnel.
Gather W-9 forms from vendors and assist with new vendor setup processes.
Support team members with property budget preparation and recurring financial reporting.
Assist engineers with recording and billing monthly utility meter readings as appropriate.
Support vendor contract creation, execution, and tracking as requested by the property team.
Provide general and ad hoc administrative support to the property team as needed, including special projects and operational tasks.
Perform any other duties and tasks assigned to support effective property and office operations.
Process invoices, work on contracts, and manage certificates of insurance filing while keeping invoicing and related documentation up to date.