Real Estate Administrative Assistant

RecruitHook; Montclair (NJ); On-site; USD 55,000 - 65,000; Full time

Job summary

A commercial real estate firm in Montclair, NJ, is seeking an experienced administrative support member for their Regional Property Management Team. The candidate should have at least 5 years of experience, strong organizational skills, and proficiency in Microsoft Office. Responsibilities include coordinating maintenance schedules, managing purchase orders, and liaising with vendors and tenants. The role offers a competitive salary range of $55,000 to $65,000 per year.

Qualifications

• 5+ years of relevant experience in real estate or property management.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Experience with property management software is a plus.

Responsibilities

• Assist the Regional Property Management team with daily operations.
• Coordinate vendor work and preventative maintenance scheduling.
• Track purchase orders and manage compliance records.
• Liaise with tenants and internal departments for smooth communication.
• Support budgeting, reporting, and property inspections.

Skills

Strong organizational skills

Communication skills

Ability to prioritize tasks

Proficiency in Microsoft Office Suite

Self-starter attitude

Tools

Yardi

Job description

This position supports a growing Commercial Real Estate Private Equity firm’s Regional Property Management Team, overseeing a portfolio of 20–30 commercial buildings totaling over 4 million square feet. This role is ideal for someone with 5+ years of relevant experience.

Base pay range

$55,000.00/yr - $65,000.00/yr

Key Responsibilities

• Assist the Regional Property Management team with day-to-day administrative operations across the building portfolio.
• Coordinate vendor work, preventative maintenance scheduling, and service contracts.
• Track and manage purchase orders, work orders, and invoices.
• Maintain property data, lease documentation, insurance certificates, and compliance records.
• Liaise with tenants, vendors, and internal departments to ensure smooth communication and follow-up.
• Support budgeting, reporting, and property inspections.
• Help coordinate insurance renewals, claims, and certificates of insurance.
• Provide administrative support on ad hoc projects as needed.

Requirements

5+ years of relevant experience in real estate, property management, or commercial office support preferred.

• Strong organizational and communication skills.
• Ability to prioritize and manage multiple tasks efficiently.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook); Yardi or other PM software a plus.
• Self-starter with a proactive, team-oriented attitude.

Job details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative and General Business