Administrative Assistant, Property Operations

Federal Realty Investment Trust; North Bethesda (MD); On-site; USD 55,000 - 70,000; Full time

Job summary

Federal Realty Investment Trust in North Bethesda, MD, is seeking an experienced Administrative Assistant to support the Property Operations team. The role involves ensuring compliance with tenant obligations, managing communication, and assisting with financial reporting.

The ideal candidate will have 4–7 years of experience, strong organizational and communication skills, and advanced proficiency in Microsoft Office applications. The salary range is $55,000-$70,000 per year plus bonus.

Qualifications

• 4–7 years of experience providing administrative support.
• Proven ability to perform accurate data entry.
• Self-motivated and collaborative team player.

Responsibilities

• Assist operations team with daily goals and objectives.
• Field tenant and customer comments and complaints.
• Maintain accurate tenant contact lists.

Skills

Attention to detail

Organizational skills

Data entry proficiency

Multitasking

Time management

Problem-solving skills

Verbal communication

Written communication

Customer service mindset

Team collaboration

Education

High school diploma

Bachelor’s degree (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

JDE or property management software (preferred)

Job description

Administrative Assistant, Property Operations

Federal Realty is a proven leader in the ownership, operation, and redevelopment of high quality retail real estate in the country's best markets. We believe we are one of the most innovative and dynamic real estate companies you can work for. Interested candidates who research Federal Realty hear a lot about the high-quality shopping centers and mixed use center in our portfolios and the well-respected real estate team at our core, it's the smaller intangible things that can make working at Federal so satisfying. You see, while we're one of the largest publicly traded real estate investment trusts in the country, as measured by the value of our shopping centers, we're really a very small company by most standards and we try to operate that way. That means that team members with initiative and ability can get involved in many facets of our business over the years. I encourage you to look us up on LinkedIn and follow Federal Realty Investment Trust.

Federal Realty Investment Trust is currently seeking an experienced Administrative Assistant to provide support to the Property Operations team for a portfolio of properties. This position will be based in North Bethesda, MD at Pike & Rose. Key responsibilities will be in supporting the efforts of the property management team for the retail and office tenants.

Responsibilities

• Assist the Operations team members on a daily basis to ensure the goals and objectives of the centers are achieved, all tenant obligations are met under the terms of the lease, and ensure tenant compliance with site regulations and policies.
• Assist with the direction and facilitation of merchant requests for facility, janitorial and security assistance.
• Field tenant, customer and construction comments and complaints, responding where necessary.
• Responsible for coding of AP invoices and check requests related to the portfolio.
• Enter work orders in the work orders system as requested, audit/close out WOs upon completion.
• Assist in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances and expenses).
• Process monthly accruals as directed.
• Coordinate tenant moves (in and out) of leased premises within the center.
• Prepare and distribute written correspondence, including letters, and maintain accurate, up-to-date tenant contact lists.
• Send out tenant open/close notifications including temp closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Work with Property Managers in the preparation of contracts, including the preparation of vendor maintenance forms and change forms as needed along with scopes and vendor requests for quotes.
• Establish and maintain a professional working relationship with all tenants in the portfolio.
• Establish and maintain portfolio filing system.
• Assist Operations team with various projects and duties as assigned.
• Perform other duties as assigned.

Qualifications

• High school diploma required; bachelor’s degree preferred
• 4–7 years of experience providing administrative support to multiple managers
• Strong attention to detail and excellent organizational skills
• Proven ability to perform accurate and efficient data entry
• Strong multitasking, time management, and problem-solving skills
• Self-motivated and collaborative team player
• Excellent verbal and written communication skills
• Strong customer service mindset with a commitment to professionalism in all interactions
• Demonstrated ability to gather data, compile information, and prepare reports and documents
• Advanced proficiency in Microsoft Word, Excel, and Outlook
• Experience with JDE or property management software preferred

Salary Range: The typical pay range is $55,000-$70,000 a year plus bonus. Salary is determined by job-related skills, experience, and relevant education, training, and/or certification.

Federal Realty Investment Trust is an Equal Opportunity / Affimative Action employer. Federal values a diverse workforce and is committed to providing equal employment and advancement opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, gender identity or expression, genetics, or protected Veteran status.