Portfolio Assistant

Kidder Mathews; San Jose (CA); On-site; USD 52,000 - 66,000; Full time

Job summary

Kidder Mathews is seeking a Portfolio Assistant in San Jose to support property management teams in daily operations and leasing. You will assist in leasing, budgeting, and reporting tasks, coordinating with managers, tenants, and vendors to ensure high-quality service.

The role requires strong organization, communication, and Excel skills, with a focus on accuracy and timely execution. You will work in a standard office environment supporting a portfolio of properties.

Qualifications

• High School degree or equivalent.
• 2+ years commercial property management experience preferred.
• Strong Excel and MS Office proficiency.
• Excellent written and verbal communication skills.
• Ability to prioritize, multi-task, and meet deadlines.

Responsibilities

• Assist Manager(s) with leasing processes to keep space market-ready.
• Maintain floor plans, vacant space logs, and related site records.
• Process invoices, budgeting support, and owner statements preparation.
• Coordinate vendor onboarding and contract management.
• Communicate with tenants to resolve issues and support service delivery.
• Prepare inspection reports and support maintenance/work orders as needed.
• Support in budgeting and CAM reconciliations as directed by Manager(s).
• Assist with vendor insurance documentation and delinquency follow-up.

Skills

Communication skills

Relationship building

English proficiency

Attention to detail

Customer service

Initiative & troubleshooting

Written communication

Education

High School degree or equivalent

Tools

Excel

Microsoft Office

Job description

The Portfolio Assistant assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Assistant may perform some of the duties of the Administrative Assistant.

Essential Functions

Leasing:

• Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition
• Maintain building floor plans, vacant space log, and stack plans
• Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents
• Distribute lease documents to Owner, Administrative Assistant, and Tenant
• Coordinate signage, keys, and distribution of property information sheet to Tenant
• Receive, code, and track all invoicing related to lease commissions
• As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files

Financial and Reporting:

• Code invoices/payables in a timely manner each week
• Research problems with invoices, including resolving past due balances
• Create Account Action Request forms for Manager’s signature
• Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)
• Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
• Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
• Prepare new vendor set up form for approval by Manager
• Request appropriate insurance information from new vendors ensuring all required information is received
• As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
• Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input

Operations:

• Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
• Maintain and update “Desk Notes”
• Prepare maintenance and service contracts for Manager’s signature
• Dispatch vendors/contractors as directed by Manager(s)
• As assigned by Manager(s), respond to and resolve tenant concerns
• As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
• Follow through on any needed repairs or maintenance as directed by Manager(s)
• As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
• Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications
• As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates
• Request and review bids from contracted service providers; make recommendations to Manager(s)
• As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
• Track tenant and vendor insurance compliance

Tenant and Owner Relations:

• Maintain courteous, service-oriented rapport with tenants
• Promote and foster confident, comfortable relationships with owners
• As directed by Manager(s), make collection calls to delinquent tenants

Other Functions

• Perform other duties or projects as requested

Essential Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills and Ability

• Good communication and organizational skills.
• Professional ability to build relationships with clients, vendors and internal partners
• Professional communication etiquette with good oral and written communication skills
• Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
• Ability to speak, write and understand English
• Exceptional attention to detail
• Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
• Demonstrated initiative and trouble shooting skills
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to draft quality, well written emails, reports and letters

Education/Education

• High School Degree or Equivalent

Required Knowledge

• PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills

EXPERIENCe REQUIRED

• 2+ years commercial property management experience

Work Environment

• This is a standard office environment with standard office noise like talking, office equipment, etc.

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and/or move items up to 10 pounds.

Supervisory Responsibilities

• There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants.