Property Management Administrative Assistant

Job Description

Job Description

The Role

We are seeking an organized, bilingual (English/Spanish) professional to provide administrative, accounting, and operational assistance for our commercial real estate and property management activities.

The selected candidate will assist with the day-to-day administrative and operational tasks of our commercial property portfolio. Responsibilities include helping maintain accurate records, keeping documentation organized, and assisting with the coordination of property-related activities under the direction of the management team.

This role is ideal for a detail-oriented, dependable team player with experience in administrative support and basic accounting. Prior experience in commercial property management is a plus.

Core Responsibilities

▪ Support the organization and maintenance of tenant files, lease agreements, amendments, and related documentation within the Company’s electronic filing system.

▪ Assist in tracking lease expiration dates, renewal options, and tenant compliance with contractual obligations, and notify Company management of upcoming deadlines or compliance matters.

▪ Prepare draft monthly tenant billing schedules (base rent, recurring charges, and NNN operating expense recoveries) for Company review and approval prior to issuance.

▪ Assist with recording and organizing financial transactions in QuickBooks, and provide administrative support for Accounts Receivable and Accounts Payable activities, subject to Company review and approval.

▪ Support communications with tenants, vendors, and contractors, including follow-up on maintenance requests and other property-related matters, and refer matters requiring a decision or commitment to Company management.

▪ Assist in obtaining vendor estimates and submit them to the Company for evaluation and selection, while maintaining records of service agreements, insurance certificates, licenses, and related documentation.

▪ Prepare and organize business correspondence, spreadsheets, and supporting documentation for Company review prior to distribution or finalization.

▪ Promptly report discrepancies, exceptions, or unusual matters identified in the course of the work to Company management for resolution.

▪ Provide professional communication and document preparation in English and Spanish.

Qualifications

▪ 1–3 years of experience in administrative support and accounting assistance. Experience in commercial property management is a plus.

▪ Basic accounting, billing, and financial recordkeeping skills. Experience with QuickBooks is a plus.

▪ Understanding of commercial leases, recurring tenant charges, and NNN expense recoveries is a plus.

▪ Proficiency in Microsoft Office (Excel, Word, and Outlook).

▪ Strong written and spoken English and Spanish.

▪ Excellent organization and attention to detail, and the ability to manage several priorities at once.

▪ A commitment to accurate, timely work and effective collaboration with management.

The Details

▪ Monday–Friday, 9:00 am - 4:00 pm

▪ On-site in Doral, Florida.

▪ PTO and paid company holidays, in accordance with company policy.

The Opportunity

▪ A well-established company with a long track record in commercial real estate and property management.

▪ Direct exposure to commercial real estate operations, working closely with the Property Manager, Financial Manager, and General Manager.

▪ A respectful, team-oriented culture that values initiative, accountability, and a willingness to learn.

▪ An environment where attention to detail and strong performance are noticed and recognized.

▪ A stable, professional workplace in Doral.