Real Estate Administrative Assistant

Alliance Aviation Services • Dallas, TX

9h

About The Position

Hillwood Urban is seeking a Real Estate Administrative Assistant to provide
high-level administrative, operational, and coordination support to the
Development, Leasing and Property Management teams based in Dallas, TX. This
role will serve as a key support partner across commercial property operations
and development and leasing activities, requiring strong organizational
judgment, attention to detail, and the ability to manage competing priorities in
a fast-paced environment.

The ideal candidate brings prior experience in commercial real estate or
construction, is comfortable interfacing with tenants, vendors, brokers, and
internal stakeholders, and takes a proactive, solutions-oriented approach to
supporting day-to-day operations. Success in this role requires sound
communication skills, discretion, and the ability to anticipate needs while
ensuring work is completed accurately and on schedule.

Requirements

• Strong interpersonal, written, and organizational skills.
• High attention to detail with the ability to manage multiple priorities.
• Proactive, solutions-oriented mindset with the ability to anticipate needs.
• Ability to work effectively in a fast-paced, team-oriented environment.
• Proficiency with all Microsoft Office programs (Outlook/Word/PowerPoint/Excel) and Adobe Illustrator.
• Bachelor’s degree preferred.
• Minimum of 5 years of experience in commercial real estate, construction, or a related environment.

Nice To Haves

• Experience with project coordination, development and leasing support, or property accounting strongly preferred.

Responsibilities

• Provide comprehensive administrative support to the Development, Leasing and Property Management teams, including calendar management, meeting coordination, travel arrangements, and expense processing.
• Coordinate internal and external meetings, including conference calls, video conferencing, catering, and logistics as needed.
• Prepare, organize, and maintain business documents, correspondence, reports, presentations, spreadsheets using Microsoft Office tools.
• Manage office operations and administrative workflows, including invoicing support, mail handling, contact management, subscriptions, and general office management coordination.
• Maintain organized physical and electronic filing systems to ensure accurate recordkeeping and accessibility.
• Provide direct administrative and operational support to the Property Management team in the day-to-day management of the building.
• Serve as a primary point of contact for tenants for 2929 Carlisle on behalf of the Property Management team, responding to service requests, access needs, janitorial issues, and general facilities inquiries.
• Process, track, and close facilities work orders received via email, ensuring timely resolution and accurate follow-through.
• Coordinate and schedule all onsite vendors and services, maintaining a comprehensive calendar of recurring services and special projects for Property Management oversight.
• Prepare service contracts, renewals, and service requests for Property Manager review, and manage execution via DocuSign.
• Maintain detailed property records and information sheets, including vendor contracts, service details, contact information, COI compliance, and contract expirations.
• Support tenant administration by maintaining accurate tenant records, tracking lease expirations, contacts, COI compliance, and parking allocations.
• Assist Property Management with accounts payable activities, including coding property invoices and credit card expenses in alignment with approved budgets and ensuring timely receipt of vendor invoices.
• Monitor and order onsite amenity and facility supplies, including fitness centers, locker rooms, kitchenettes, and facilities team requests.
• Prepare and distribute tenant communications and operational materials, including monthly rent statements, notices, parking reports, conference room schedules, and building updates.
• Maintain organized physical and electronic filing systems in shared drives to support Property Management documentation needs.
• Assist the Property Management team with tenant engagement initiatives, including planning and coordinating bi-annual tenant appreciation events.
• Maintain project checklists and project directories.
• Work with corporate and development team to coordinate documentation for lenders/inspectors, including due diligence, utility/zoning verification, title work, etc.
• Work with accounting team to prepare monthly construction draws.
• Support the preparation of monthly and quarterly reports as requested by corporate.
• Coordinate with acquisition/disposition team, development team and legal in gathering/coordinating due diligence, including maintaining checklist and cloud-based document storage (i.e., Box.com).
• Assist market leader, development team and legal with pursuit documentation, i.e., Confidentiality/Non-Disclosure Agreements, Letters of Intent, Purchase and Sale Agreements, etc.
• Maintain certificates of insurance by project.
• Assist leasing team organizing and producing marketing collateral
• Assist in coordination of events and tours

What This Job Offers

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