*Administrative Assistant with Property Management Experience

Job Title: Administrative Assistant with Property Management Experience - Latam
Location: Remote (PST Timezone)

Working Schedule: Monday - Friday, 09:00 AM to 05:00 PM PST

Job Description:

We are seeking an Administrative Assistant who will be assisting across the portfolio. This individual will communicate directly with the Property Management department and be relied upon for support. Specifically, the Administrative Assistant is expected to engage in all aspects of administrative duties including drafting documents/memos, organizing files, scanning, collect documents, and miscellaneous tasks as assigned. An ideal candidate will achieve results through a strong work ethic with a focus on quality performance and timely execution, detail-oriented with good follow through and will be proactive and will take initiative in our fast-paced, ever changing environment.

Job Duties/Responsibilities Tenant Relations:

• Draft and distribute general correspondence and memos, including quarterly newsletters.
• Issue notices to tenants regarding lease compliance matters.
• Communicate project announcements and coordination details to tenants.
• Address incoming inquiries from tenants and direct them to appropriate internal parties.
• Generate license agreements for temporary tenants.
• Distribute tenant onboarding packages for new acquisitions.
• Assist in the estoppel process during transactions.
• Review Certificates of Insurance and ensure tenant compliance using Jones COI software.
• Call and follow up with tenants that lease administration was unable to collect sales reports from

Vendor Relations:

• Coordinate vendor access to properties, ensuring a Certificate of Insurance is on file.
• Compile complete packages for legal to expedite vendor contracting within 24-48 hours of a property manager's request.
• Facilitate new vendor setup in Nexus and ensure inclusion in MRI for payment processing.
• Collect completed W-9 forms from all vendors.
• Issue necessary notices for service assignments or cancellations.

Property Operations:

• Assist with utility transfers and similar services as needed.
• Schedule and track recurring monthly, quarterly, or annual inspections.
• Manage work orders by submitting them to vendors for resolution of reported issues, then track progress and update property managers.
• Support property managers in preparing bid packages, tracking receipt, and managing any necessary follow-up.

General Administrative:

• Provide direct administrative support to the Property Management department.
• Organize and maintain documents for tenants, clients, and vendors.
• Ensure accurate tenant and vendor contact information in the CRM.
• Conduct research, gather data, and handle special projects as assigned.
• Maintain contact and emergency lists by property using Teams and HubSpot.
• Collaborate with internal teams to supply appropriate forms for new tenant deliveries, lease changes, or tenant move-outs.
• Generate reports from internal software systems such as MRI for the property management team (e.g., variances, vital factors).
• Perform other miscellaneous duties as assigned by Property Management.

Vital Goals/Performance Measurements:

• Professional appearance and interaction with tenants. Timely response to all tenant matters
• Ensure all systems are working properly and efficiently
• 100% follow through on all tasks
• Ensure collection of Certificates of Insurance at least one day before move in
• Create and maintain 100% accurate Emergency Contact List by tenant, update as needed
• Maintain 100% accurate Tenant Contact List for all tenants
• Meet deadlines for all vendor contracting
• Follow up from property inspections are complete in a commercially reasonable timeframe
• Productivity of Property Managers increase to take on larger AUM
• Positive attitude and flexibility to deal with a fast-paced environment
• File incoming correspondence weekly

Position Competencies:

• Strong organizational skills
• Strong interpersonal and communication skills (written & verbal)
• Detail-oriented and able to maintain a high quality of work under pressure
• Self-motivated
• Inquisitive and problem solver
• Ability to multi-task and prioritize workload
• Ability to write clear, professional reports and correspondence
• Advanced proficiency in MS Office Suite and Adobe
• Accountable and strong ability to manage up
• Ability to interpret legal and confidential documents such as leases
• MRI and Nexus experience is a plus

Job Experience Qualifications:

• Must have 2-4+ years of experience in an administrative role (commercial, retail, property management experience a plus)
• Strong Microsoft Office Suite skills