Commercial Property Management Administrative Assistant

Red Tail Acquisitions; Oregon; Hybrid; USD 54,000 - 66,000; Full time

Benefits offered by this job

Insurance coverage

HSA/FSA

401(k) plan

PTO & holidays

Employee discounts

Remote work flexibility

Professional development

Job summary

Red Tail Commercial is seeking a Commercial Property Management Administrative Assistant to support day-to-day operations for Midwest and East Coast properties. This remote role reports to the Regional Property Manager and offers a comprehensive benefits package including medical/dental/vision insurance, a 401(k) plan, and PTO.

The ideal candidate has at least two years of administrative experience, proficiency with MS Word/Excel/Outlook, and familiarity with Yardi.

Qualifications

• Minimum of 2 years administrative assistant experience.
• Experience in property management or commercial office setting preferred.

Responsibilities

• Post all payments (ACH and lockbox reports).
• Prepare monthly reports for Financial Review.
• Post monthly rents and send tenant statements.
• Create vendor service contracts and set up property folders.
• Assist with CAM reconciliations and property budgets.

Skills

Administrative support

Time management

Customer service

Education

High school diploma

Tools

MS Word

MS Excel

Outlook

Yardi

Job description

Job Title

Commercial Property Management Administrative Assistant

Company

Red Tail Commercial

Location

This is a remote position for candidates currently residing in the Midwest or East Coast regions of the United States.

Employment Type

Full-Time

Starting Pay

$60,000 annually

Supervisor

Regional Property Manager

Benefits & Perks

• Comprehensive Insurance Coverage: 100% of employee-only premiums covered for medical, dental, vision, and life insurance.
• Health Savings Account (HSA) & Flexible Spending Account (FSA): Access to HSA and FSA options to help manage eligible healthcare expenses and maximize tax-advantaged savings.
• 401(k) Retirement Plan: Build toward your financial future with a company-matched 401(k) retirement savings plan.
• Paid Time Off: Paid time off (PTO), sick time, and paid holidays to support work-life balance and personal well-being.
• Employee Discounts: Access to employee discount programs and exclusive savings on eligible products and services.
• Remote Work Flexibility: Enjoy the convenience of working remotely while collaborating with a supportive property management team.
• Professional Development: Opportunities for continued learning and growth through company-sponsored educational programs.

Job Description

The Commercial Administrative Assistant will assist with the day-to-day operations of commercial properties located in the Midwest and East Coast, providing administrative support and ensuring the smooth operation of the properties.

• Administrative
• Post all payments (ACH and lockbox reports)
• Assist in preparation of monthly reports for Financial Review.
• Ensure monthly rent increases are correct/variances correct
• Post monthly rents and send out monthly tenant statements
• Create charge batches as necessary to bill-back/credit accounts
• Late Fee Credits/Reversals
• Tenant reimbursements (bill-backs)
• Tenant direct billing
• Compile/send gross sales reporting
• Create delinquency report for portfolio in preparation of defaults
• Process all invoices.
• Correspond with vendors if invoices need any changes.
• Obtain W9’s/COI’s for new vendors
• Prepare vendor service contracts
• Set up new property folders as necessary
• Assist with creation of annual property budgets
• Assist with completion of annual CAM reconciliations
• Coordinate tenant maintenance requests as needed
• Vendor COI tracking
• Lease Admin
• Assist with preparing and obtaining Verification Letters
• Assist in processing all move in/out documents
• Maintain updated contact info for tenants in Yardi
• Assist in any estoppels, SNDA’s, pertinent lease documentation as required
• Prepare and send default notices
• Assist in Aged Receivable collections
• Tenant COI tracking

Essential Functions

• Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail.
• Ability to operate remotely/independently and within typical business operating hours.
• Provide exceptional customer service, responding to tenant needs in a timely and professional manner.
• Communicate clearly and professionally with tenants, vendors, and team members.
• Demonstrate strong organizational and time management skills.
• Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns.
• Coordinate and prioritize tasks effectively in a busy environment.

Special Requirements

Physical Demands: Regularly required to sit, stand, walk, talk, hear, and use hands, legs, back, arms. Vision requirements include the ability to use close vision, distance vision, color vision, depth perception, and focus adjustment. Must be able to detect auditory or visual alarms. Flexible hours may include nights, weekends, and occasional holidays for special events or emergencies. Attendance/Travel: As needed.

Qualifications

Education

High school diploma or equivalent required.

Experience

Minimum of 2 years of administrative assistant experience, preferably in a property management or commercial office setting.

Computer Skills

• Intermediate to advanced proficiency in MS Word, Excel, and Outlook.
• Proficiency with general computer and internet use.
• Yardi experience a plus.

Other Skills

• Strong organizational, administrative, and time management skills.
• Ability to work independently with minimal supervision.
• Consistently takes initiative to drive projects forward and takes ownership of responsibilities.
• Proficiency in basic mathematical functions for invoice processing and rent payment posting.
• Ability to handle a high volume of tasks with a focus on customer service and efficiency.

Learning & Development

Ongoing commitment to professional growth through company-sponsored educational programs.

Red Tail Commercial, LLC. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.