Aviation Real Estate Assistant

Million Air; Austin (TX); Hybrid; USD 60,000 - 70,000; Full time

Job summary

Million Air, a leading aviation services provider, seeks an Aviation Real Estate Assistant to support leasing activities and tenant relationships across locations. You will assist with new leases, renewals, amendments, tours, and lease administration for hangar, office, and storage space, collaborating with GMs and finance to maximize property utilization.

This hybrid role requires travel to Million Air locations, strong organizational and communication skills, and the ability to manage multiple

Qualifications

• High school diploma or equivalent.
• 2+ years of experience in administrative coordination, real estate, leasing, property management, customer relations, or related field.
• Strong organizational and communication skills.
• Excellent attention to detail and ability to manage deadlines.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to learn CRM systems and other business applications.
• Ability to work independently and collaborate with multiple locations.
• Willingness to travel as required.

Responsibilities

• Assist with hangar, office, and storage lease agreements, renewals, term sheets, and amendments.
• Track lease expiration dates, renewal deadlines, and annual rent increases.
• Maintain accurate lease agreements, tenant information, aircraft details, and property records.
• Maintain waiting lists and assist with tracking available hangar and storage space.
• Coordinate executed leases with Contract Management, Accounting, Billing, Fuel Pricing, and Business Analytics.
• Assist with maintaining current Certificates of Insurance for tenants.
• Work with General Managers and Finance team to review tenant billing and lease increases.
• Maintain accurate information in company databases and real estate systems.
• Respond to inquiries from prospective tenants and coordinate property tours.
• Gather prospect information and lease requirements; present leasing opportunities.
• Prepare lease proposals and follow up with prospects.
• Familiarize with facilities, available properties, and competing FBOs.
• Maintain relationships with existing tenants across locations.
• Respond to tenant questions regarding leases, renewals, and concerns.
• Coordinate resolutions with GMs to address tenant needs.

Skills

Organizational skills

Communication

Attention to detail

Travel coordination

CRM systems

Education

Associate's or Bachelor's degree in Business Administration, Real Estate, Finance, or related field

Tools

Microsoft Excel

CRM software

Property management software

Outlook

Word

Job description

• 60000.00-70000.00 per year Sick pay, Vacation pay, Personal time pay

Do you enjoy working in a fast-paced environment where no two days are the same? Are you interested in the aviation services industry and working around private jets? Do you have a customer-first mindset? Are you looking for a comprehensive benefits package-including medical, dental, vision, paid time off-and competitive pay?

At Million Air, we celebrate our passion for aviation by delivering extraordinary customer experiences. Proudly recognized as the #1 Best Large FBO Chain for 15 years running, we service private, military, and commercial aircraft with a commitment to excellence.

We thrive in a team-oriented environment, living our motto: "We are Ladies and Gentlemen, serving Ladies and Gentlemen." We are seeking highly talented individuals to contribute to our vision of becoming the premier, worldwide, industry-leading aviation service provider.

If you're ready to be part of a world-class team, we'd love to hear from you.

Objective

The Aviation Real Estate Assistant supports the Aviation Real Estate Manager with leasing activities and tenant relationships across Million Air locations. This position assists with new leases, renewals, amendments, prospect inquiries, property tours, and lease administration for hangar, office, and storage space. The role works closely with General Managers and corporate departments to maintain accurate lease records, support business development, and maximize property utilization. This is a hybrid position with required travel to Million Air locations.

Responsibilities & Duties

• Assist with preparing new hangar, office, and storage lease agreements, renewals, term sheets, and amendments
• Track lease expiration dates, renewal deadlines, and annual rent increases
• Maintain accurate lease agreements, tenant information, aircraft details, and property records
• Maintain waiting lists and assist with tracking available hangar and storage space
• Coordinate executed leases with Contract Management, Accounting, Billing, Fuel Pricing, and Business Analytics
• Assist with maintaining current Certificates of Insurance for tenants
• Work with General Managers and Finance team to review tenant billing and lease increases
• Maintain accurate information in company databases and real estate systems

Leasing & Business Development

• Respond to inquiries from prospective tenants interested in hangar, office, and storage space
• Coordinate with the Aviation Real Estate Manager and General Managers on new leasing opportunities
• Gather prospect information, including aircraft size, hangar requirements, office needs, fuel requirements, and other operational needs
• Coordinate property tours and present the benefits of leasing with the company
• Assist with preparing lease proposals and following up with prospective tenants
• Become familiar with facilities, available properties, and competing FBOs at each location
• Maintain positive relationships with existing tenants across company locations
• Respond to tenant questions regarding leases, property details, renewals, and other concerns
• Work with General Managers to address tenant needs and coordinate resolutions
• Assist with tenant communications, events, and customer relationship activities
• Identify opportunities to improve tenant satisfaction and retention

Reporting & Property Coordination

• Assist with maintaining accurate hangar utilization, occupancy, and leasing reports
• Coordinate with Accounting and Business Analytics to ensure lease and billing information is accurate
• Use STAX and other applicable systems to evaluate hangar capacity and aircraft space requirements
• Research local market conditions, competing facilities, and potential leasing opportunities
• Recommend improvements to lease administration and recordkeeping processes

Travel & Location Support

• Travel to locations to review facilities, meet with tenants, and support leasing activities
• Coordinate with General Managers regarding property availability and local leasing opportunities
• Participate in tenant meetings, property tours, and business development events as needed
• Maintain communication and follow-up with locations while working remotely or from the corporate office
• Ability to manage multiple projects, lease agreements, deadlines, and priorities
• Strong written and verbal communication skills with the ability to work with tenants, prospects, and internal teams
• Ability to maintain accurate records, review professional support to tenants and prospects
• Understanding of leasing activities, property utilization, and opportunities that support company revenue
• Ability to handle confidential lease, financial, and tenant information appropriately
• Ability to identify issues, coordinate solutions, and exercise sound judgement

Reporting Relationship

This position reports to the Aviation Real Estate Manager and works closely with General Managers, Finance, and other corporate departments.

Hybrid office and remote work environment with regular communication with corporate leadership and locations.

Physical Demands

• Ability to work at a computer for extended periods
• Frequent use of computer, telephone, and video-conferencing equipment
• Ability to occasionally lift and carry up to 25 pounds
• Ability to move throughout facilities and operational environments as needed

Position Type & Hours

• Full-time position. Non-Exempt
• Regular business hours with flexibility to support business needs, travel schedules, and occasional tenant events
• Ability to work flexible and extended hours
• Occasional evenings, weekends, or extended hours may be required for training events or organizational needs

Travel

Travel is required to support company locations, tenant relationships, and leasing activities. Estimated Travel: 25%-40%, including occasional overnight travel.

Education, Experience & Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in administrative coordination, real estate, leasing, property management, customer relations, or a related field.
• Strong organizational and communication skills.
• Excellent attention to detail and ability to manage deadlines.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to learn CRM systems and other business applications.
• Ability to work independently and collaborate with multiple locations.
• Willingness to travel as required.

Preferred

• Associate's or bachelor's degree in Business Administration, Real Estate, Finance, or a related field.
• Experience with commercial real estate, lease administration, or property management.
• Familiarity with lease agreements, renewals, amendments, tenant billing, and Certificates of Insurance.
• Experience with CRM or property management software.
• Aviation, FBO, or hospitality industry experience.

Additional Eligibility Qualifications

• Ability to pass background check
• Ability to pass a drug screen
• Valid driver's license with acceptable driving record

AAP/EEO Statement

Million Air is an Equal Opportunity/Affirmative Action Employer/Protected Veteran/Disabled.

Disclaimer

This job description is not intended to be a comprehensive list of all duties, responsibilities, or activities. Duties may change at any time with or without notice.