Property Management Administrative Assistant

Trademark Property Company • Fort Worth, TX

1d • Onsite

About The Position

Trademark Property Company is a full-service real estate firm specializing in the development, investment, and management of mixed-use, retail, multifamily, and office properties. They focus on placemaking, turning ordinary spaces into community hubs. The company's purpose is to be extraordinary stewards, enhance communities, and enrich lives, guided by principles of Vision, Engaging People, Making a Difference, Creating Value, and Building Partnerships. The Property Management Administrative Assistant is a meticulous and collaborative professional who drives operational efficiency across property and asset management leadership teams. This role serves as a central administrative anchor for five to six regional properties, balancing high-level executive support with essential property-level workflows, including compliance tracking, invoice routing, tenant relations, and portfolio sustainability (ESG) data entry.

Requirements

• Bachelor’s degree is highly preferred.
• 3 to 5 years of progressive administrative assistant or executive support experience, with a solid background operating within the commercial real estate sector.
• Solid working familiarity navigating commercial real estate concepts, property compliance workflows, and retail/office tenant leases.
• Exceptional, advanced skills across the Microsoft Office Suite (Word, Excel, Outlook).
• Outstanding interpersonal, verbal, and written communication skills with a professional demeanor and the comfort level required to navigate challenging tenant or vendor enforcement conversations.
• Exceptional time-management, priority-setting, and planning talents; a highly reliable self-starter who can solve problems independently.
• A strong desire to operate within a collaborative, highly flexible team environment, maintaining a willingness to assist auxiliary departments on special assignments as requested.

Nice To Haves

• Direct familiarity or working knowledge of the Yardi accounting system and Box cloud repositories is highly valued.
• Practical proficiency or exposure to the Adobe Creative Suite (Photoshop, Illustrator, InDesign) for polishing business development presentations and formatting the monthly company-wide newsletter.

Responsibilities

• Assist the property management group with general field operations, tracking specialized workflows (such as scheduling and monitoring roof leak repairs), and coordinating tenant maintenance requests.
• Facilitate smooth property transitions by creating UPS labels, mailing tenant notification letters, following up on returned letters, assisting with onboarding of new tenants and vendors, maintaining current property and vendor contact directories, and entering tenant contact data into the requested format for the annual tenant satisfaction survey.
• Communicate with tenants regarding facility work, route guest safety concerns to contracted security providers, call utilities for disconnection or late notices as needed, review and send quarterly tenant communications to update employee parking records, and save quarterly property inspections in Box while following up with teams on late submissions.
• Code and enter weekly property invoices into accounts payable systems, review monthly water submeter data, reconcile property credit card ledgers with supporting documentation, check departmental mail daily, and send checks to the appropriate lockbox.
• Retrieve monthly retail sales sheets, compile performance data, prepare quarterly tenant billback invoices for non-recurring charges, and assist with annual tenant escalation and reconciliation letters.
• Compile, track and maintain all service contracts. Ensure all expiring contracts are renewed or proper notice sent to Contractor. Assist in ensuring the procedures for each assigned property related to the execution of Service Contracts is followed.
• Maintain the digital repository for tenant and vendor Certificates of Insurance (COIs), auditing policies for compliance and drafting tenant default notices as required.
• Coordinate data collection and assist with the formal submission of annual municipal 380 Agreements for assigned assets.
• Collect and archive portfolio-wide utility invoices in Box, and input monthly consumption variables into the Energy Star Portfolio Manager database.
• Set up new Energy Star Portfolio Manager accounts, map utility meters, initiate data downloads, and generate property breakout invoices from quarterly ESG billing.
• Serve as a technical resource, training new property personnel on how to properly input utility metrics to meet ownership sustainability standards.

Benefits

• Medical, Dental, & Vision: Coverage through United Healthcare
• Disability & Life Insurance: Employer-paid short-term/long-term disability and life & AD&D insurance.
• 401(k): With a company match of 50% on the first 5% of your contributions.
• Paid Time Off (PTO): 15 days of PTO are accrued from your first full pay period.
• Paid Holidays: You will receive 10 paid holidays per year, plus a paid birthday holiday and 2 paid volunteer days.
• Additional Company-Paid Benefits: Access to HealthJoy for telehealth and advocacy services, and Rocket Lawyer for legal services.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level