Property Associate (PM)

Aston Carter•Tampa, FL

22h•$25 - $27•Onsite

About The Position

The Property Associate (PA) plays a crucial role in ensuring organizational excellence by fulfilling administrative functions for the property team responsible for one or multiple buildings. The PA provides accounting support while maintaining positive relationships between tenants and clients, always delivering superior customer service. This on-site position is based in Tampa, with flexibility for candidates in Orlando or South Florida.

Requirements

High school diploma required
Minimum of 1 year of experience in commercial real estate, property team, or office management.
Proficient knowledge of Microsoft Office Suite.
Advanced oral and written communication skills.
Strong attention to detail and organizational skills.
Self-starter capable of managing multiple projects under pressure.
Ability to work autonomously or as part of a team.
Strong problem-solving skills and adaptability to change.

Nice To Haves

Bachelor's degree preferred.
Experience with Yardi software is beneficial.
Experience in accounts payable and receivable.
Knowledge of vendor contract support and lease administration.

Responsibilities

Participate in processing accounts payable by reviewing and coding invoices for payment.
Assist with accounts receivable tasks, including preparing and distributing bills, sending collection notices, and making manual billing adjustments.
Track administrative expenses to ensure they stay within budget and identify cost reduction opportunities.
Coordinate document management related to lease execution, distribution, and filing.
Monitor email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
Maintain general office organization, including sorting, organizing, and distributing incoming mail, as well as preparing outgoing mail and packages.
Prepare and distribute general correspondence and memos.
Organize, compile, and prepare reports for distribution.
Create and maintain accurate and organized physical and virtual filing systems.
Update employee, client, and customer contact databases.
Coordinate conference room reservations and organize department lunches, meetings, events, and business travel.
Receive building access requests and coordinate access for visitors and vendors.
Ensure tenant and contractor certificates of insurance are accurate and meet defined standards.
Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
Participate in the new tenant welcome and orientation program and assist with move-in/move-out procedures.
Track and coordinate access card activation and deactivation as needed.
Assist the property team in developing and implementing property and employee manuals.
Maintain regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
Document incidents of potential property and equipment liability and forward information to risk management personnel.
Gather W-9 forms from vendors and assist in new vendor setups as needed.
Assist team members with property budget preparation and recurring reporting.
Support engineers with recording and billing monthly utility meter readings as appropriate.
Assist with vendor contract creation, execution, and tracking as requested.
Provide general and ad hoc administrative support to the property as needed.