Assistant Commercial Property Manager

Description

Position Summary:

The Senior Associate, Real Estate Services provides advanced operational, administrative, and lease-administration support for Property Managers. This role supports all aspects of property management, tenant relations, financial administration, and construction coordination to ensure excellence in service delivery across Meadows & Ohly’s medical office building portfolio.

Essential Duties and Responsibilities:

• Abstract leases and input data accurately into the property management system in accordance with established procedures.
• Maintain and update tenant information in accounting and property management software.
• Draft, revise, and format lease documents, contracts, amendments, and related correspondence.
• Coordinate document routing, execution, and tracking with clients’ real estate and legal teams.
• Serve as a point of contact for internal and external stakeholders regarding lease administration matters.
• Manage and track the collection of tenant billings.
• Validate, code, and process operating expense invoices in a timely manner.
• Provide financial information to owners, investors, lenders, and tenants as needed.
• Assist in the development and implementation of annual property operating and capital budgets.
• Assist with vendor management, including service contract maintenance, invoice processing, and scheduling of services.
• Coordinate building operations tasks such as maintenance requests, inspections, and tenant communication.
• Support tenant relations through preparing correspondence, handling service requests, and assisting with rent collection.
• Conduct routine property inspections and recommend required maintenance or improvements.
• Provide support for construction and tenant improvement projects.
• Assist with contractor communication, sample procurement, document management, permitting processes, payment applications, COIs, and lien waivers.
• Coordinate with internal teams and external vendors to support timely and accurate project execution.
• Compose professional correspondence and prepare confidential materials.
• Review completed materials for accuracy, completeness, and compliance with format and standards.
• Support, mentor, and oversee training for Property Assistant staff.
• Organize workload, set priorities, and meet deadlines with minimal supervision.
• Attend meetings with Property Managers, property owners, tenants, and building management teams as needed.

Requirements

Knowledge, Skills, and Abilities:

• Proficient in Microsoft Office including Word, Excel, and Outlook.
• Experience with MRI and AvidXchange preferred.
• Excellent interpersonal, communication, and organizational skills.
• Ability to multi-task and consistently meet deadlines.
• Demonstrate traits as a self-starter, proactive manager, creative problem solver, and principal decision-maker.
• Able to work independently and in a team environment.
• Basic understanding of budgeting and financial statements.
• Familiarity with real estate and construction activities.

Minimum Qualifications:

• Bachelors’ degree (B.A.) from a four-year college or university; or three years related experience and/or training; or equivalent combination of education and experience.
• Active Real Estate salesperson license is preferred. If individual does not have a valid Real Estate license, it must be procured within six (6) months of hire date.
• Must have reliable transportation and hold a valid driver’s license.
• Successfully pass a criminal, credit background check and drug screen