Job Posting

Property Management Administrative Assistant | Corpus Christi, TX

What You’ll Do

Contract & Vendor Management

Prepare and coordinate bid proposals, service contracts, and operational documents.
Manage the bidding process and coordinate with vendors, suppliers, and operations staff to obtain competitive bids.
Liaise between staff, vendors, and leadership on contract scope, terms, and negotiations.
Ensure contracts are reviewed for accuracy, compliance, and adherence to company standards and guidelines.
Maintain digital and hard copies of all contracts and ensure proper documentation accompanies each agreement.
Track key contract milestones and renewal dates using a centralized calendar system.
Monitor vendor performance, evaluate service quality, and recommend improvements or changes.
Conduct cost analyses and identify opportunities to reduce expenses or improve service delivery.
Support invoice accuracy and oversee billing procedures related to contracted services.

Certificates of Insurance (COI) & Compliance

Track, collect, and maintain Certificates of Insurance for all tenants and vendors.
Ensure compliance with insurance requirements, issue default notices as necessary.
Monitor expiration dates and maintain follow-up systems for renewals.
Participate in audits and compliance checks related to tenant/vendor documentation and contract adherence.
Manages reporting as it pertains to Asset Partner – Monthly, quarterly, annual reporting, tasks, forms – Inventory, RCP compliance etc.
Facilitates issuance of licensee violation fees (operating hours, trash, signage, etc.).

Sustainability & ESG Reporting

Lead and support sustainability efforts in alignment with ESG standards and company goals.
Prepare and maintain sustainability-related reports and forms (e.g., Goby, Code Green, IREM, CalPERS compliance).
Collaborate with tenants and operations to identify and implement sustainable practices.
Track and report on sustainability metrics to meet ownership and partner expectations.

Administrative & Operational Support

Maintain a professional and organized office environment for the management team.
Manage inventory control and ensure proper documentation is prepared for ownership.
Prepare tenant communications as needed.
Participate in team meetings, serve as a point person for special administrative projects, and provide general support across departments.
Promote and foster strong relationships with tenants, contractors, vendors, and corporate partners.
Provides clerical and other office administrative support duties for staff, including tasks related to the workload of the Management Team.
Other duties as assigned.

What You’ll Bring to the Table

Experience: 5+ years of proven experience in an administrative or executive support role, specifically within property management or commercial real estate.
Advanced Microsoft Office Mastery:

Outlook: Mastery of complex scheduling across multiple time zones, delegate access management, and advanced inbox rules/automation.
Excel: Advanced ability to perform data analysis using VLOOKUP/XLOOKUP, Pivot Tables, and logical formulas (IF, SUMIF) to track vendor costs and ESG metrics.
Word: Expert-level document production, including the professional use of Styles, Section Breaks, and sophisticated Track Changes for contract redlining and executive-level reports.

Analytical Ability: Proven ability to interpret and analyze complex leases, service contracts, and procedural documents for accuracy and compliance.
Communication: Personable, polished, and professional with exceptional written and verbal communication skills.
Operational Independence: Highly organized with the ability to prioritize tasks effectively, work independently, and manage high-pressure deadlines.
Professionalism: Must maintain a high level of confidentiality and a positive, “can-do” attitude in a fast-paced environment.
Language: Proficiency in English is required; multilingual (specifically Spanish) is strongly preferred.
Adaptability: Able to cope with shifting priorities and navigate difficult situations or vendor negotiations with tact.