Property Assistant

Newmark; Oakland (CA); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Industry-leading parental leave policy (up to 16 weeks)

Generous healthcare

Bright Horizons back-up care program

Generous paid time off

Education reimbursement

Referral program

Opportunities to network and connect

Job summary

Newmark is seeking an administrative professional to support Property Managers in Oakland, California. The role involves handling tenant service requests and preparing financial reports, ensuring smooth management operations. Candidates should have a Bachelor’s Degree or equivalent experience, proficiency in MS Office, and strong interpersonal skills.

This position offers a competitive salary between $60,000 and $70,000 annually, with benefits such as healthcare, generous PTO, and education reimbursement.

Qualifications

• 3-4 years previous related experience, preferably in a real estate background.
• Working knowledge of Internet and searching techniques.
• Ability to work independently with minimal supervision.

Responsibilities

• Assist Property Managers in administrative aspects of property management.
• Compile and assist in the preparation of periodic property operational reports.
• Coordinate tenant service requests and maintain professional image.

Skills

Proficient in MS Word

Proficient in MS Excel

Attention to detail

Strong business vocabulary and grammar

Excellent interpersonal skills

Education

Bachelor’s Degree or High School Diploma/GED

Job description

Job Description

Provide assistance to a team of Property Managers in all administrative aspects of property management administration and reporting. Lead member and first telephone response for tenant/customer service requests serving a portfolio of investment and corporate properties. Compile and assist in the preparation of various monthly and other periodic property operational, administrative and financial reports. Administrative duties require broad experience, skill, and knowledge of organization policies and practices for a specific group or individual. Analyze and determine information requests and follow up. May directly assist in budget preparation and control activities.

Essential Duties

• Ensure financial controls and business processes are in place relative to processing, monitoring, analyzing, and reporting all expenditures. Where lacking, assist in developing programs to support the business needs.
• Coordinate with Property Managers in property‐related document administration—memoranda, letters, monthly reports, proposals, and other projects—from draft using company software packages such as spreadsheets, word processing, and graphics. Create transcription from Dictaphone. Ensure timeliness and accuracy of documents.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow up with tenant and/or property manager as required.
• Compile information, prepare, and update reports or process other documents as required: Lease Abstracts, Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices, Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Develop and maintain property filing and tracking systems for reports and documents identified above.
• Assist Property Managers in the annual budget preparation and development.
• Administer and print various property accounting reports (as produced by the company’s accounting software) for Property Manager review or compilation in the property monthly (or other periodic) reports—Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.
• Administer vendor, Real Estate Tax, and other property invoices. Date stamp, code/process for Property Manager review/approval, and enter into the accounting system.
• Organize and schedule meetings. Prepare or organize items in relation to meetings, including but not limited to site reservation, preparation of necessary materials, interaction with attendees, etc.
• Assist Property Managers in the monthly billing, periodic tenant billing adjustments (PTARs) and subsequent collections of monthly tenant rent and other tenant receivables.
• Oversee copying, faxing and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.
• May perform other duties as assigned.

Skills, Education and Experience

• Bachelor’s Degree or High School Diploma/General Education Degree (GED) and a minimum 3–4 years previous related experience, preferably in a real estate background.
• Proficient in MS Word, MS Excel, and E‑Mail.
• Working knowledge of Internet and Internet searching techniques.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Ability to prioritize workload with an attention to detail and willingness to complete projects in a timely and efficient manner.
• Strong proofreading and editing skills.
• Strong business vocabulary, grammar, and effective communication skills.
• Discretion regarding personnel and industry‑related matters.
• Excellent interpersonal skills.
• Attention to detail.
• Broker or salesman license as required for property management in the state(s) where business is transacted.

Benefits and Perks

• Industry‑leading parental leave policy (up to 16 weeks)
• Generous healthcare
• Bright Horizons back‑up care program
• Generous paid time off
• Education reimbursement
• Referral program
• Opportunities to network and connect.

Salary Range Language

The expected base salary for this position ranges from $60,000 to $70,000 annually. The actual base salary will be determined on an individualized basis taking into account relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to base salary and a competitive benefits package (including health, vision, and dental insurance, paid time off and a 401(k) retirement plan with employer matching), this position may be eligible for additional types of compensation including discretionary bonuses and other short‑ and long‑term incentives (e.g., deferred cash, equity, etc.).

Working Conditions

Normal working conditions with the absence of disagreeable elements.

Note

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.