PROPERTY ASSISTANT

HPI Real Estate Services & Investments; Dallas (TX); On-site; USD 42,000 - 63,000; Full time

Job summary

HPI Real Estate Services & Investments seeks a Property Assistant to support the Property Manager in operating retail centers, handling tenant relations, vendor coordination, and financial reporting. This role focuses on building operations, maintenance, and accurate accounting processes in a hands-on, in-office environment.

The ideal candidate has 2–5 years of admin experience, 1–3 years in real estate or property management, and a proactive, detail-oriented mindset.

Qualifications

• Minimum 2–5 years in an administrative assistant/support role.
• 1–3 years real estate or property management experience preferred.
• HS diploma required; college coursework or degree preferred.
• Strong work ethic, integrity and customer service mindset.
• Able to learn fast, maintain confidentiality and adapt to change.

Responsibilities

• Tenant communication: answer phones, greet guests, email tenants and send notices.
• Building operations: support janitorial/maintenance, manage space renovations and move-ins.
• Vendor management: coordinate with vendors, ensure insurance on file.
• Rent management: assist in bids, inspections and monthly reporting.

Skills

Microsoft Office

Communication

Organization

Attention to detail

Confidentiality

Adaptability

Customer service

Education

High School Diploma

Some College/College Degree

Tools

Angus

ETS Work Order System

MRI

Yardi

Kardin

myCOI

Job description

Who We Are

We are a full-service commercial real estate firm serving Austin, San Antonio, Dallas, and Houston with over 30 years of experience developing, managing, and investing in commercial real estate. This 360-degree perspective gives us the expertise to maximize investment value while navigating through any real estate challenge. Backed by the best staff in the industry, our mission is to build trusting relationships with our clients through proven results, professional integrity, and exceptional service.

Description

• 100% In Office*

Who We Are

We are a full-service commercial real estate firm serving Austin, San Antonio, Dallas, and Houston with over 30 years of experience developing, managing, and investing in commercial real estate. This 360-degree perspective gives us the expertise to maximize investment value while navigating through any real estate challenge. Backed by the best staff in the industry, our mission is to build trusting relationships with our clients through proven results, professional integrity, and exceptional service.

Purpose / Summary Of Position

The Property Assistant is an essential role at HPI. This role assists and reports to the Property Manager in the management of retail centers in the areas of building operations, facility maintenance and repair, tenant and vendor relations, project management, accounting processes, invoicing, A/R, A/P and financial reporting/budgets.

Essential Duties And Responsibilities

Tenant Communication

• Regular communication with the tenants of the building including answering phones, greeting guests, sending out tenant emails, etc.
• Receives service requests from tenants in assigned buildings by documenting work order in property management work order system or communicates to the manager and service requests from and notifying and involving manager as appropriate to ensure customer service
• Prepares tenant move-in/move-out notices
• Requires occasional inspections of properties, and meeting with tenants
• Prepare and send out A/R letters/emails & delinquency letters/emails

Building Operations

• Initiates action to correct janitorial and maintenance deficiencies as noted in inspections or by direction from the management team
• Assists in enforcing building operating regulations, including use of parking and other common areas along with building security and management team
• Assists Managers with a wide variety of special projects associated with renovation and remodeling of tenant spaces, particularly with respect to new tenant move-ins. Coordinates with tenants and collects new tenant data
• May assist maintenance techs with updates to work order system

Vendor Management

• Engages in day-to-day contact and management of vendors along with the Assistant Property Manager, including Custodial, Window washing, Pest control, Elevator maintenance, Interior landscaping, Grounds maintenance, Building access control, Security, etc.
• Assists Assistant Property new vendor forms and appropriate insurance on file for all vendors.

Rent Management / Financial Reporting Assistance

• Assists in preparation of materials (bids, inspections, project work) for assigned buildings and functional areas
• When necessary, assist Manager in assembling monthly reports

Requirements

General Duties and Requirements:

• 2 - 5 years of experience in an administrative assistant/support type role required
• 1-3 years real estate or property management related experience strongly desired
• Minimum HS Diploma required, Some College/College Degree or comparable work experience preferred
• HPI prides itself on a strong work ethic, integrity, and exceptional customer service – these are requirements of this role
• Desire to learn and improve; the bar is always raised by HPI and our competition, goals are set to keep you, your team and our company moving to a higher level
• Timely and accurate work product; ability to work independently and with flexibility
• Strong administrative, organization skills, and ability to prioritize work and attention to detail
• Ability to adapt to change within the organization and the needs of the client
• Professional and ability to keep information confidential
• Technical/Special Skills: Familiarity with computer software programs such as Microsoft Office products (Word, Excel, PowerPoint, Publisher) required
• Excellent communication skills required
• Basic understanding of accounting preferred
• Commercial Property Management Software Skills Desired: Angus or ETS Work Order System, MRI and Yardi accounting software, Kardin, myCOI insurance compliance software
• Excellent communication skills & ability to establish strong interpersonal relations with team members, tenants, and vendors
• Assist in developing and maintaining relationships with tenants, vendors, and co-employees & employer.
• This position should ensure they seek manager input on and use good judgment to drive great customer relations but - strive to handle daily situations independently.

HPI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.