Remote Position
[Remote] Commercial Property Management Administrative Assistant
🌍 Remote · United States
💼 Full-time
Note: The job is a remote job and is open to candidates in USA. Red Tail Commercial is hiring a Commercial Property Management Administrative Assistant to support day-to-day operations of commercial properties in the Midwest and East Coast. The role provides administrative and lease administration support, including rent and invoice processing, tenant and vendor coordination, reporting, and property documentation.
Responsibilities
- Post all payments (ACH and lockbox reports)
- Assist in preparation of monthly reports for Financial Review. Ensure monthly rent increases are correct/variances correct
- Post monthly rents and send out monthly tenant statements
- Create charge batches as necessary to bill-back/credit accounts
- Late Fee Credits/Reversals
- Tenant reimbursements (bill-backs)
- Tenant direct billing
- Compile/send gross sales reporting
- Create delinquency report for portfolio in preparation of defaults
- Process all invoices. Correspond with vendors if invoices need any changes
- Obtain W9’s/COI’s for new vendors
- Prepare vendor service contracts
- Set up new property folders as necessary
- Assist with creation of annual property budgets
- Assist with completion of annual CAM reconciliations
- Coordinate tenant maintenance requests as needed
- Vendor COI tracking
- Assist with preparing and obtaining Verification Letters
- Assist in processing all move in/out documents
- Maintain updated contact info for tenants in Yardi
- Assist in any estoppels, SNDA’s, pertinent lease documentation as required
- Prepare and send default notices
- Assist in Aged Receivable collections
- Tenant COI tracking
- Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail
- Ability to operate remotely/independently and within typical business operating hours
- Provide exceptional customer service, responding to tenant needs in a timely and professional manner
- Communicate clearly and professionally with tenants, vendors, and team members
- Demonstrate strong organizational and time management skills
- Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns
- Coordinate and prioritize tasks effectively in a busy environment
Skills
- Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail
- Ability to operate remotely/independently and within typical business operating hours
- Provide exceptional customer service, responding to tenant needs in a timely and professional manner
- Communicate clearly and professionally with tenants, vendors, and team members
- Demonstrate strong organizational and time management skills
- Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns
- Coordinate and prioritize tasks effectively in a busy environment
- High school diploma or equivalent required
- Minimum of 2 years of administrative assistant experience
- Intermediate to advanced proficiency in MS Word, Excel, and Outlook
- Proficiency with general computer and internet use
- Strong organizational, administrative, and time management skills
- Ability to work independently with minimal supervision
- Consistently takes initiative to drive projects forward and takes ownership of responsibilities
- Proficiency in basic mathematical functions for invoice processing and rent payment posting
- Ability to handle a high volume of tasks with a focus on customer service and efficiency
- Preferably in a property management or commercial office setting
- Yardi experience a plus
Benefits
- 100% of employee-only premiums covered for medical, dental, vision, and life insurance.
- Access to HSA and FSA options to help manage eligible healthcare expenses and maximize tax-advantaged savings.
- Company-matched 401(k) retirement savings plan.
- Paid time off (PTO), sick time, and paid holidays.
- Access to employee discount programs and exclusive savings on eligible products and services.
- Remote work flexibility.
- Opportunities for continued learning and growth through company-sponsored educational programs.
Company Overview