Commercial Property Admin Assistant

Insight Global; Hillsboro (OR); On-site; USD 24,796 - 34,440; Part time

Job summary

A staffing agency is seeking a Property Administration Assistant to provide diverse support to a team of Real Estate Managers. This role encompasses administrative support, bookkeeping, and interaction with vendors and customers. Responsibilities include planning and budgeting, managing accounts receivable/payable, coordinating vendor services, and maintaining lease files. The ideal candidate has at least three years of relevant experience, proficiency in Microsoft Office, and excellent organizational skills. Reliable transportation and a driver's license are required.

Qualifications

• At least three years of related administrative / office experience.
• A valid driver's license and reliable transportation.
• Strong organizational skills and attention to detail.

Responsibilities

• Support planning, budgeting, and control of expenditures.
• Assist in preparing annual budgets and reports.
• Manage accounts receivable and payable.
• Respond to customer requests and coordinate with the Property Management Team.
• Monitor vendor performance and ensure compliance.
• Schedule maintenance with vendors and customers.
• Maintain lease and property related files.

Skills

Administrative experience in property management

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Proficiency in Microsoft Outlook

Customer service skills

Organizational skills

Multitasking ability

Tools

Yardi or similar property management software

Job description

Title: Property Administration Assistant

Duration: 3-5 month contract

Location: Hillsboro, OR 97124

Must-Haves

• At least three years of related administrative / office experience in property management or real estate
• Proficiency in Microsoft Word, Excel and Outlook.
• A proven record of providing excellent internal and external customer service.
• A valid driver's license and reliable transportation (you will need to visit various properties from time to time).
• Strong organizational skills and a detail orientation.
• The ability to multitask and manage multiple activities and priorities.

Plusses

• Experience with Yardi or similar property management software.

Day-to-Day

As a Property Assistant you will provide diverse support to a team that includes Real Estate Managers, Assistant Real Estate Managers and others. The role is essentially a combination of administrative support and bookkeeping. Your specific activities will include:

• Supporting the planning, budgeting, and control of operating and capital expenditures.
• Assisting in the preparation of annual budgets, forecasts, monthly reports, and variance reports.
• Assisting with accounts receivable and accounts payable, including collection of rent, accruals, payment of expenses, common area maintenance estimates, true-ups, reconciliations, compliance with lease terms and preparation of all related
• Responding to customer requests and needs and coordinating with the Property Management Team to assist in resolving
• Assisting in the selection and performance of vendor services, including preparation of requests for proposals and service
• You'll also monitor vendor performance to ensure compliance and standards established in the service agreement are being met.
• Scheduling and facilitating maintenance with vendors and customers.
• Documenting and tracking all certificates of insurance from vendors and customers.
• Maintaining accurate and pertinent information for vendors and customers.
• Preparing correspondence to customers and vendors.
• Establishing and maintaining effective working relationships with internal and external customers and vendors.
• Maintaining all lease and property related files.
• Answering and directing incoming calls.
• Conducting site visits to check and stock clerical supplies, etc.