Property Management Specialist - Level 2
About The Position
Provides on-site administrative and operational support in a professional property management environment, focusing on invoice processing, purchase orders, contracts, vendor coordination, and tenant communications. The role works closely with a small, collaborative team to support smooth day-to-day property operations during a maternity leave coverage period. It is a defined-term contract assignment, with potential for extension depending on business needs. The position is fully on-site in the San Jose, California area; the primary work location is likely Palo Alto or Sunnyvale because of ongoing renovations. The standard schedule is Monday through Friday, 8:00 AM to 5:00 PM. The role reports directly to a hiring manager and involves frequent interaction with tenants, vendors, and internal stakeholders. Microsoft Office, Yardi, and the MRI Accounting Platform are used, with training provided as needed. A polished, professional approach is expected in this tenant- and vendor-facing office environment.
Requirements
- Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
- Hands-on experience using Yardi for property management or related functions.
- Experience with the MRI Accounting Platform and ability to use it for accounting and reporting tasks.
- Strong written communication skills, including drafting clear, professional emails and documents.
- Strong verbal communication skills for interactions with tenants, vendors, and internal stakeholders.
- Professional demeanor and presentation in internal and external interactions.
- Previous administrative support experience, preferably in property management, facilities, or real estate.
- Ability to manage multiple priorities and deadlines with organization and follow-through.
- Strong customer service orientation and professionalism.
- Excellent organizational skills and attention to detail.
- Ability to work independently with minimal supervision while maintaining high-quality work.
- High school diploma or GED.
- 24 years of relevant property management, facilities, administrative, or real estate support experience.
Nice To Haves
- Property management experience, particularly in commercial real estate.
- Commercial real estate administrative experience, including leasing or building operations support.
- Experience supporting vendors and managing tenant communications in a property management context.
- College degree; preferred but not required.
- Experience in real estate, property management, leasing, customer service, or administrative support roles.
- Strong customer service skills focused on responsiveness and tenant satisfaction.
- Ability to stay organized and detail-oriented while handling a high volume of tasks.
- Comfort working independently while collaborating effectively with a small team.
- Willingness to learn and adapt to property management processes and tools.
Responsibilities
- Process invoices accurately and on time to support accounts payable activities.
- Create and manage purchase orders and contracts in accordance with property management procedures.
- Communicate clearly and professionally with tenants about property-related matters.
- Schedule vendor visits and site services to support timely maintenance and operational work.
- Provide administrative support for daily property operations and facilities management.
- Maintain responsive, professional communication with internal stakeholders, tenants, and vendors.
- Support day-to-day property management through documentation, record keeping, and follow-up on open items.
- Assist with general real estate and leasing support activities as needed.
- Prioritize and manage multiple tasks, deadlines, and requests in a fast-paced environment.
- Collaborate with the immediate team to provide consistent coverage and continuity of service during the assignment.
Benefits
- Medical insurance, if eligible.
- Dental insurance, if eligible.
- Vision insurance, if eligible.
- Critical illness, accident, and hospital coverage, if eligible.
- 401(k) retirement plan with pre-tax and Roth post-tax contributions available, if eligible.
- Voluntary life and AD&D insurance for employees and dependents, if eligible.
- Short- and long-term disability coverage, if eligible.
- Health Spending Account (HSA), if eligible.
- Transportation benefits, if eligible.
- Employee Assistance Program, if eligible.
- Time off or leave, which may include PTO, vacation, or sick leave, if eligible.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
