Job Posting

Property Management Administrative Assistant | Fort Worth, TX

Overview

The Property Management Administrative Assistant is a meticulous and collaborative professional who drives operational efficiency across our property and asset management leadership teams. Serving as a central administrative anchor for five to six regional properties, you will seamlessly balance high-level executive support—such as calendar management, travel coordination, and presentation design—with essential property-level workflows, including compliance tracking, invoice routing, tenant relations, and portfolio sustainability (ESG) data entry.

Key Responsibilities

1. Property Operations & Tenant Relations

  • Day-to-Day Operations: Assist the property management group with general field operations, tracking specialized workflows (such as scheduling and monitoring roof leak repairs), and coordinating tenant maintenance requests.
  • Tenant & Vendor Onboarding: Facilitate smooth property transitions by creating UPS labels, mailing tenant notification letters, following up on returned letters, assisting with onboarding of new tenants and vendors, maintaining current property and vendor contact directories, and entering tenant contact data into the requested format for the annual tenant satisfaction survey.
  • Stewardship & Communications: Communicate with tenants regarding facility work, route guest safety concerns to contracted security providers, call utilities for disconnection or late notices as needed, review, send quarterly tenant communications to update employee parking records, and save quarterly property inspections in Box while following up with teams on late submissions.

2. Financial Control & Lease Administration

  • Invoice & Ledger Management: Code and enter weekly property invoices into accounts payable systems, review monthly water submeter data, reconcile property credit card ledgers with supporting documentation, check departmental mail daily, and send checks to the appropriate lockbox.
  • Revenue Accounting Support: Retrieve monthly retail sales sheets, compile performance data, prepare quarterly tenant billback invoices for non-recurring charges, and assist with annual tenant escalation and reconciliation letters.
  • Contract Compliance/Maintenance: Compile, track and maintain all service contracts. Ensure all expiring contracts are renewed or proper notice sent to Contractor. Assist in ensuring the procedures for each assigned property related to the execution of Service Contracts is followed.
  • Compliance Actions: Maintain the digital repository for tenant and vendor Certificates of Insurance (COIs), auditing policies for compliance and drafting tenant default notices as required.
  • Regulatory Reporting: Coordinate data collection and assist with the formal submission of annual municipal 380 Agreements for assigned assets.

3. Portfolio ESG & Sustainability Data Tracking

  • Utility Aggregation: Collect and archive portfolio-wide utility invoices in Box, and input monthly consumption variables into the Energy Star Portfolio Manager database.
  • Systems Configuration: Set up new Energy Star Portfolio Manager accounts, map utility meters, initiate data downloads, and generate property breakout invoices from quarterly ESG billing.
  • Internal Training: Serve as a technical resource, training new property personnel on how to properly input utility metrics to meet ownership sustainability standards.

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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

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  • 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.
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