Commercial Administrative Assistant

Commercial Administrative AssistantReports To: Director of Commercial Property ManagementDepartment: Commercial Property ManagementClassification: Administrative / TechnicalInteracts With:External: Commercial tenants, vendors, consultantsInternal: Property managers, accounting staff, and other internal personnelPosition Summary:The Commercial Administrative Assistant plays a key support role within the Commercial Property Management team, providing administrative and accounting-related assistance across a diverse portfolio of commercial properties. This role requires strong attention to detail, organizational skills, and the ability to manage competing priorities in a fast-paced environment. The ideal candidate will support lease administration, financial documentation, vendor coordination, and internal reporting to ensure smooth day-to-day operations.Key Responsibilities:Administrative SupportProvide day-to-day administrative support to the Commercial Accounting Manager.Prepare correspondence, maintain filing systems, generate financial reports, and manage schedules.Coordinate communications between property managers, tenants, and vendors to resolve inquiries and share documentation.Handle high-volume document processing (mailings, copies, faxes, etc.).Lease & Financial DocumentationAssist with operating expense reconciliations and real estate tax escalations.Communicate with tax authorities to obtain water, sewer, and property tax statements.Organize backup materials for financial audits and reviews.Prepare and maintain billing and expense reports.Utilities & Billing SupportRetrieve and track utility bills (e.g., water and sewer) as needed.Update utility schedules for applicable properties.Generate and distribute monthly commercial billing reports.Performance Expectations:Timely and accurate completion of tasks and responsibilities.Strong adherence to internal policies, department standards, and executive directives.Proactive communication and collaboration with internal team members and external contacts.Consistently low volume of tenant issues, indicating effective and timely resolution.Upholding the highest levels of professionalism, discretion, and integrity.Qualifications:Minimum of 2+ years of experience in an administrative or accounting support role, ideally in commercial real estate or property management.An associate's or Bachelor's degree in Business, Finance, Accounting, or a related field is preferred.Familiarity with property management systems (Yardi, MRI, Payscan, AvidXchange) is highly preferred.Proficiency in Microsoft Office Suite (Excel, Word, Outlook).Strong organizational, time management, and communication skills.Ability to work independently while contributing to a collaborative team environment.High level of accuracy and attention to detail.

Created: 2025-05-31