Property Management Administrative Assistant | Dallas

The Property Management Administrative Assistant performs a broad range of administrative duties. Essential duties and responsibilities including the following, but other duties may be assigned:

  • Provides all administrative support to property managers in the daily operations of managing retail strip shopping centers
  • Date, code and prepare property invoices for manager’s approval
  • Track monthly utility services for trends and ensure that all bills are paid promptly
  • Answer tenant maintenance calls and emails, review lease for responsibility, and communicate to both tenant and property manager as needed
  • Schedule, track and record regular property inspections, including tenant’s annual inspections
  • Negotiate service agreements, help select contractors/suppliers, and be the liaison, as needed, between tenants and third-party providers
  • Prepare all vendor set up requirements for manager’s approval and keep all service contracts updated
  • Track and maintain Certificate of Insurance compliance for both tenants and vendors
  • Prepare lease abstracts and other documents for tenant files
  • Draft, proofread, and send correspondence and tenant notices
  • Maintain tenant leasing files
  • Prepare billing adjustments, re-classes and other accounting related information as directed by property manager
  • Print and mail monthly rent statements and late letters
  • Monitor delinquencies and contact tenants for collection
  • Track tenant gross sales, billings of percentage rents, and postage as required
  • Prepare portions of monthly financial statements, reports, and annual budgets
  • Provide assistance in the reconciliation process at end of year
  • Assist in new property takeover procedures

Requirements | Qualifications

  • Bachelor Degree preferred but not required
  • Minimum of 1+ years of real estate property management or related experience
  • Understanding of lease terms
  • Proficient in Microsoft Office
  • Basic understanding of computer software programs
  • MRI and Yardi experience a plus
  • Demonstrated initiative and reflect a sense of urgency in daily duties by meeting or improving upon deadlines
  • Proven record of providing excellent internal and external customer service
  • Excellent oral and written communications skills
  • Prompt and consistent attendance as required by job
  • The qualified candidate will be able to handle multiple projects simultaneously, be extremely professional with a positive attitude, and customer service oriented
  • Self-motivated and proactive with the ability to work effectively as part of a team or on individually-assigned tasks
  • Superior time-management, attention to detail, organization, and prioritization skills are essential