Property Assistant

TMG Partners; Oakland (CA); On-site; USD 45,460 - 49,593; Full time

Job summary

TMG Partners is seeking a Property Assistant in Oakland, CA, to manage tenant relations and provide operational support for a significant office space. The role includes customer service, tenant coordination, and vendor management to ensure efficient building operations.

Successful candidates will have experience in property management or a related field, strong communication skills, and proficiency in Microsoft Office applications. This role requires attendance 5 days a week, with an expected pay range of $33 - $36 per hour.

Qualifications

• Some knowledge of office property management procedures.
• Ability to manage multiple tasks and priorities effectively.
• Demonstrated ability to respond to changing situations.

Responsibilities

• Serve as primary contact for tenants and vendors.
• Assist in event coordination and tenant move-ins.
• Perform routine site inspections and respond to requests.

Skills

Customer service principles

Communication skills

Organization skills

Microsoft Word proficiency

Microsoft Excel proficiency

Education

Business College or AA degree

Bachelor’s degree in Business or related field

Job description

Position entails providing administrative and operational support for the Property Management office located in Oakland, CA, including assisting in the day‑to‑day management of approximately 320,000 square feet of Class A office space including approximately 40 tenants. The Property Assistant serves as a primary point of contact for tenants, vendors, contractors and visitors and supports property operations and tenant relations.

Tenant Relations & Lease Administration

• Serve as a primary point of contact for tenants, vendors, contractors and visitors, providing a high level of customer service and timely response to inquiries, service requests and operational issues.
• Maintain courteous and professional customer service at all times.
• Prepare routine tenant correspondence, memos and building notices including holidays, planned work and promotional activities.
• Coordinate tenant move‑ins and move‑outs, ensuring appropriate documentation is completed and a smooth transition.
• Complete ownership and maintenance of tenant and vendor contact lists, emergency contacts and lease files.
• Strive to maintain favorable landlord/tenant relations.
• Assist in tenant event coordination.
• Create service request work orders for all service requests and track to completion.
• Assist in scheduling tenant service requests with appropriate vendors and monitor and follow up with vendors to ensure requests are properly completed.
• Assist in monitoring tenant service requests and/or maintenance issues to ensure problems are responded to in a timely manner, promptly resolved and billed back to the tenant when applicable.
• Clearly and effectively communicate service request calls over the radio and in person as needed.
• Maintain a strong working knowledge of routine vendor contracts and assist in effectively managing vendors to their contracts.
• Prepare and maintain standard Purchase Order contracts and Work Orders.
• Complete ownership, tracking and filing of certificates of insurance (COIs).
• Coordinate, schedule and track to completion all assigned work.
• Perform routine site inspections as requested.
• Respond to tenant and vendor service and maintenance issues as needed.
• Assist with oversight and management of construction activities and tenant improvements as needed.
• Coordinate with engineering, security, janitorial, and other service providers to support efficient building operations.
• Understand and assist with execution of emergency and evacuation procedures, notifying appropriate personnel as necessary.
• Electronically code invoices to ensure they are processed on time.
• Compile tenant billable charges backup and include with tenant monthly rent statements.
• Work with Property Accountant on preparation of accurate monthly statements and necessary adjustments if required.
• Preparation and distribution of daily tenant and vendor after‑hours access.
• Process tenant access badge requests and tenant key requests. Prepare invoices for billing.
• Program, update and track tenant keys, parking cards and building access cards as applicable.
• Office open and ready to answer phones sharply at designated start time and follow end‑of‑day office closure procedures at designated end time.
• Maintain tidiness of management office in general including supply area.
• Check main company voice mail box daily (morning and after lunch) and distribute messages as necessary.
• Answer company phone lines within 3‑4 rings, using articulate and professional mannerisms.
• Complete knowledge of copier(s) and printer(s). Ability to place service calls and maintain service call log.
• Pick up mail daily, sort into appropriate internal office mail boxes. Post and take mail to mailbox by 4:00 PM daily. Preparing same day and overnight shipments as required.
• Regular inventory of office and kitchen supplies, place orders for supplies needed and take delivery of supplies delivered.
• Complete knowledge and maintenance of office filing system, both hard copy and electronic files.
• Provide administrative support to the General Manager and Property Management team.
• Perform such other tasks, duties and responsibilities as may be assigned or requested.

Qualifications

• Some knowledge of office property management procedures.
• Strong working knowledge of customer service principles and practices.
• Strong oral and written communication skills. Ability to read, analyze, and interpret technical procedures, leases, regulations or documents with a similar degree of complexity.
• Strong organization skills.
• Ability to write routine reports and correspondence.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Demonstrated ability to manage multiple tasks and priorities to conclusion.
• Ability to respond to changing and sometimes ambiguous situations.
• Proficiency in Microsoft Word, Excel and database experience.
• Accounting experience is a plus.
• Construction management experience is a plus.

Education & Experience

• Business College or AA degree preferred.
• Minimum of 1 year working in a professional business environment with strong customer service skills.
• Bachelor’s degree (B.A. or B.S.) in Business or related field from a four‑year college or university or equivalent combination of education and experience is a plus.

Physical Requirements

• Ability to maintain regular and predictable attendance.
• Ability to be present onsite at the office site retail campus 5 days a week (Monday – Friday), sometimes with varying hours to meet tenant and operational needs.
• Ability to sit, stand, walk, and climb stairs, both in office/retail space and in a construction environment.
• Ability to use a computer and related equipment, often for multiple hours each day.
• Ability to lift and/or move up to 25 pounds.

The duties listed in this job description are intended to be illustrative. Additional duties can be assigned as needed, based on operational or business needs. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions. Any employee with a need for workplace accommodation should refer to TMG’s policy of reasonable accommodation to submit a request.

TMG Partners is an equal opportunity employer and prohibits discrimination and harassment of any kind. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected medical condition, age, marital status, veteran status, or any other status protected under applicable federal, state, or local law.

Employment with TMG Partners is at-will, meaning that either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law. Nothing in this job description should be construed as a contract of employment or a guarantee of continued employment.

The expected pay range for this position is $33 - $36 an hour. Actual compensation will be determined based on experience, skills, qualifications, and other job‑related factors. This position may also be eligible for bonus and a comprehensive benefits package.