Property Associate - San Francisco

Aston Carter•San Francisco, CA

3d•$36 - $38•Onsite

About The Position

The Property Associate supports one or multiple commercial properties by delivering high-quality administrative and accounting support to the property management team. This role helps ensure organizational excellence through efficient office operations, accurate financial processing, and proactive tenant service. The Property Associate maintains strong relationships with tenants and property owners, consistently providing professional and responsive customer service in a fast-paced, busy office environment.

Requirements

High school diploma required.
Minimum 2 years of experience in commercial real estate or property team environment.
Some property management experience, including receiving and coding vendor invoices.
Proficient knowledge of Microsoft Office Suite and comfort with learning new software programs and technologies.
Strong ability to multitask effectively in a busy office environment.
Advanced oral and written communication skills, with the ability to communicate clearly and professionally.
Strong attention to detail and excellent organizational skills.
Self-starter mindset with the ability to manage multiple projects simultaneously and work effectively under pressure.
Ability to work independently with minimal supervision as well as collaboratively 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 amounts such as discounts, interest, proportions, and percentages.
Capability to develop effective and constructive solutions to challenges and obstacles.
Ability to adapt to change, shift priorities comfortably, make decisions without having the complete picture, and handle uncertainty with confidence.
Ability to work flexible hours on occasion, including schedules that may exceed 8 hours in a day, 5 days in a week, or 40 hours in a week.

Nice To Haves

BA/BS degree preferred.
Experience with property management or real estate environments, including administrative support for property operations.
Yardi or other property accounting system experience preferred; experience with any property accounting software is beneficial.
Experience in real estate, property management, and administrative support roles.
Demonstrated ability to provide superior customer service to tenants and property stakeholders.
Experience tracking budgets, administrative spend, and identifying cost-saving opportunities.
Familiarity with lease documentation, notifications, and lease-related compliance processes.

Responsibilities

Support the property management team with day-to-day administrative and accounting functions for one or multiple commercial buildings.
Participate in training and onboarding of incoming team members, sharing best practices and helping them become productive quickly.
Assist with accounts payable by reviewing, coding, and processing vendor invoices for payment in a timely and accurate manner.
Support accounts receivable by preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed.
Track administrative spending to ensure it does not exceed budget and identify opportunities to reduce costs without compromising service quality.
Coordinate document management related to lease execution, including preparing, distributing, and filing lease documents in an organized manner.
Track notification requirements specified in leases to ensure deadlines are met and all required notifications are distributed accurately and on time.
Regularly monitor email, phone calls, and the work order system to provide prompt, courteous responses and route inquiries to the appropriate team members.
Assist in preparing estimates and obtaining tenant approvals prior to initiating work when applicable, and follow up with tenants to confirm that work orders are completed to their satisfaction.
Support billing activities related to tenant work orders and other property services as needed.
Maintain general office organization to ensure a professional, efficient, and orderly work environment.
Sort, organize, and distribute incoming mail, and prepare and send outgoing mail and packages.
Prepare and distribute general correspondence, memos, and other written communications for the property team.
Organize, compile, and prepare reports for internal and external distribution, ensuring accuracy and completeness.
Create and maintain physical and virtual filing systems, ensuring records are accurate, current, and easy to retrieve.
Maintain and update employee, client, and customer contact databases to support effective communication and record-keeping.
Coordinate conference room reservations to ensure meeting spaces are scheduled and prepared as needed.
Organize department lunches, meetings, events, and business travel logistics for the property team.
Receive building access requests and coordinate access for visitors and vendors, following established security protocols.
Ensure tenant and contractor certificates of insurance are accurate, compliant with defined standards, and properly documented.
Track expiration dates for tenant and contractor certificates of insurance and provide advance notice of upcoming expirations to the appropriate parties.
Support compliance with management audits and engineering operations audits by assisting with file preparation, documentation, and record-keeping.
Participate in new tenant welcome and orientation programs, helping tenants become familiar with building policies and procedures.
Assist with tenant move-in and move-out procedures, coordinating activities and documentation to ensure a smooth process.
Track and coordinate access card activation and deactivation as needed, maintaining accurate records of building access.
Assist the property team in the development and implementation of property and employee manuals, ensuring they are current and accessible.
Maintain regular contact with maintenance, security, and building staff to ensure that common areas such as lobbies, elevators, exterior grounds, and building-managed conference rooms are clean, orderly, and secure.
Document incidents involving potential property or equipment liability, including onsite injuries, and forward information to the appropriate risk management personnel.
Gather W-9 forms from vendors and assist with new vendor set-up processes as needed.
Assist team members with property budget preparation and recurring financial and operational reporting as requested.
Assist engineers with recording and billing monthly utility meter readings, ensuring accuracy and timely processing.
Support vendor contract creation, execution, and tracking, helping to ensure contracts are current and properly documented.
Provide general and ad hoc administrative support to the property and property management team as needed.
Perform any other duties and tasks assigned to support the efficient operation of the property and the satisfaction of tenants and stakeholders.