Property Management Administrative Assistant

Pyramid ETC Companies, LLC; Ramsey (NJ); On-site; USD 42,000 - 62,000; Full time

Job summary

Pyramid Construction Group LLC is seeking a Property Management Administrative Assistant to support property operations, tenant communications, and office tasks across multiple properties along the East Coast. This role focuses on coordinating tenant needs, inspections, and vendor relationships.

Ideal candidates have 1–3 years in CRE admin, strong MS Office skills, and familiarity with CAM, leases, and life-safety compliance. On-site visits may be required; a valid driver's license is preferred.

Qualifications

• 1–3 years of experience in commercial real estate, property management, or a related administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with commercial lease structures, CAM reconciliations, and standard real estate terminology.
• Valid driver's license and reliable transportation; ability to conduct on-site property visits if needed

Responsibilities

• Serve as a primary point of contact for tenant inquiries, service requests, and day-to-day communications, ensuring prompt and professional responses
• Coordinate move-in and move-out procedures, including property inspections and security deposit administration
• Prepare and distribute tenant correspondence including notices, invoices, and annual operating expense (CAM) reconciliation statements
• Coordinate routine and emergency maintenance requests with vendors, contractors, and building engineers, ensuring timely resolution
• Track and maintain inspection schedules for fire sprinkler systems, fire alarms, backflow devices, fire hydrants, elevators, and other life-safety equipment
• Obtain vendor proposals and assist in bid comparison, contract review, and vendor selection processes
• Collect and maintain up-to-date certificates of insurance from all contractors and vendors performing work at properties
• Support the management of construction projects
• Prepare monthly and quarterly management reports including occupancy summaries, variance analysis, etc.
• Maintain accurate records of vendor contracts, purchase orders, and work orders within the property management system
• Ensure properties remain in compliance with local, state, and federal codes, ordinances, and life-safety regulations
• Track all required periodic inspections and licenses; follow up to confirm deficiencies are corrected and reports are properly filed with applicable authorities
• Maintain and monitor tenant certificates of liability insurance; follow up on renewals and endorsements
• Assist in coordinating emergency response procedures and maintain current emergency contact lists for all properties
• Manage incoming and outgoing correspondence, phone calls, and emails related to property operations
• Organize and maintain digital and physical filing systems for property records, contracts, leases, and reports
• Prepare meeting agendas, take accurate minutes, and follow up on action items with appropriate team members
• Provide general administrative support to the Property Manager and senior leadership as needed

Skills

Communication

Organization

Administrative support

Customer service

Education

Associate's or Bachelor's degree in Real Estate, Business Administration, or related field

Tools

Yardi

Sage

AppFolio

Job description

ETC's parent company, Pyramid Construction Group LLC,manages over 30 commercial and residential properties throughout the East Coast and nationally. Our diverse portfolio spans retail shopping centers, office buildings, and industrial/warehouse facilities. They are seeking a dynamic and detail-oriented Property Management Administrative Assistant to join our team. In this vital role, you will support property operations, manage administrative tasks, and serve as a key point of contact for our tenants. Your energetic approach and organizational skills will help ensure our properties run seamlessly while maintaining compliance with relevant regulations.

KEY RESPONSIBILITIES

Tenant Administration

• Serve as a primary point of contact for tenant inquiries, service requests, and day-to-day communications, ensuring prompt and professional responses
• Coordinate move-in and move-out procedures, including property inspections and security deposit administration
• Prepare and distribute tenant correspondence including notices, invoices, and annual operating expense (CAM) reconciliation statements

Maintenance & Vendor Coordination

• Coordinate routine and emergency maintenance requests with vendors, contractors, and building engineers, ensuring timely resolution
• Track and maintain inspection schedules for fire sprinkler systems, fire alarms, backflow devices, fire hydrants, elevators, and other life-safety equipment
• Obtain vendor proposals and assist in bid comparison, contract review, and vendor selection processes
• Collect and maintain up-to-date certificates of insurance from all contractors and vendors performing work at properties
• Support the management of construction projects

Administrative Support

• Prepare monthly and quarterly management reports including occupancy summaries, variance analysis, etc.
• Maintain accurate records of vendor contracts, purchase orders, and work orders within the property management system

Compliance & Risk Management

• Ensure properties remain in compliance with local, state, and federal codes, ordinances, and life-safety regulations
• Track all required periodic inspections and licenses; follow up to confirm deficiencies are corrected and reports are properly filed with applicable authorities
• Maintain and monitor tenant certificates of liability insurance; follow up on renewals and endorsements
• Assist in coordinating emergency response procedures and maintain current emergency contact lists for all properties

General Office & Administrative

• Manage incoming and outgoing correspondence, phone calls, and emails related to property operations
• Organize and maintain digital and physical filing systems for property records, contracts, leases, and reports
• Prepare meeting agendas, take accurate minutes, and follow up on action items with appropriate team members
• Provide general administrative support to the Property Manager and senior leadership as needed

MINIMUM QUALIFICATIONS

• Associate's or Bachelor's degree in Real Estate, Business Administration, or a related field preferred; equivalent combination of education and experience will be considered
• 1–3 years of experience in commercial real estate, property management, or a related administrative role preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with property management software such as Yardi, Sage, AppFolio, or similar is a plus
• Familiarity with commercial lease structures, CAM reconciliations, and standard real estate terminology
• Valid driver's license and reliable transportation; ability to conduct on-site property visits if needed

Pyramid Construction Group LLC is an Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.