Property Admin

Aston Carter•Watertown, MA

3d•$30 - $33•Onsite

About The Position

As a Property Associate, you will play a crucial role in ensuring organizational excellence by providing administrative and accounting support to the property team responsible for one or multiple buildings. This position is primarily on-site, and you will be a vital link in maintaining positive relations with tenants and clients, always delivering superior customer service.

Requirements

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 with the ability to manage multiple projects under pressure.
Ability to work autonomously or as part of a team.
Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.
High school diploma required

Nice To Haves

Bachelor's degree (BA/BS) preferred.
Experience with property management and property maintenance.
Familiarity with Yardi systems and Yardi Voyager commercial.
Experience in commercial real estate.
Experience with invoicing and lease administration is beneficial.
Strong customer service skills and comfort with interacting with tenants over phone, email, and in person.

Responsibilities

Participate in processing accounts payable (A/P) by reviewing and coding invoices for payment.
Assist with accounts receivable (A/R) tasks such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
Track administrative expenses to ensure they stay within budget and identify cost reduction opportunities.
Coordinate document management related to lease execution, distribution, and filing.
Track lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
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.
Sort, organize, and distribute incoming mail, as well as prepare and send 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.
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.
Track expiration dates for tenant and contractor certificates of insurance and provide advance notice of upcoming expirations.
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.
Perform any other duties and tasks assigned.