Asset Services Associate

AQUILA is seeking a driven, organized, and proactive individual to join our office asset team. This position supports office project leasing team efforts across a diverse portfolio by tracking deal activity, maintaining reporting systems, coordinating marketing and leasing materials, assisting with property tours, and serving as a key liaison between brokers, clients, marketing, and accounting teams.

This role is highly collaborative and detail-oriented, with exposure to transactions, ownership reporting, and leasing strategy across multiple submarkets.

JOB RESPONSIBILITIES

Leasing Operations, Reporting & Deal Support

·        Send responses and details for all leasing requirements and track activity

·        Maintain and update VTS (and other leasing tracking software) for assigned properties, including those not actively leased, ensuring accurate and timely data

·        Prepare leasing reports and summaries for weekly property and property ownership calls

·        Assist with scheduling, coordinating, and conducting property tours across the portfolio

·        Help prepare for the weekly team meetings by ensuring deal activity and updates from the prior week are current and accurate

·        Submit all transaction request forms for all deals

·        Run financial calculations for leasing transactions and coordinate with accounting to ensure invoices are accurate and paid in a timely manner

Market Data, Surveys & Research

·        Complete and submit quarterly surveys for CBD, East, Northwest, and Southwest submarkets for quarterly reporting

·        Assist with the preparation of comp sets, market surveys, and leasing intelligence for owners and internal teams

·        Help assemble tour books, leasing packages, and ownership-facing materials

Marketing & Proposal Support

·        Assist in preparing initial leasing proposals for office properties

·        Coordinate with the marketing team on floorplans, property marketing materials, e-blasts, holiday gifts, and client events

·        Serve as a liaison between brokerage, asset services, marketing, and management teams to ensure consistent communication and execution

·        Support the creation and updating of leasing and business development materials

General Coordination & Administrative Support

·        Maintain accurate files, reports, and documentation related to leasing activity

·        Assist with scheduling meetings, tours, and internal coordination as needed

·        Participate in weekly team meetings and collaborate closely with brokers and asset services professionals

·        Assist with additional duties and special projects as assigned

·        Flexibility to work outside standard business hours may occasionally be required

QUALIFICATIONS

Education & Experience

·        Bachelor’s degree required; business, real estate, finance, or economics preferred

·        Active Texas real estate license required (or in process).

·        Commercial real estate experience preferred, but not required

·        Exposure to leasing, asset services, or brokerage environments a plus

Business & Technical Skills

·        Strong working knowledge of Microsoft Office; experience with VTS, CRM platforms, and Adobe Acrobat is a plus

·        Comfortable working in a fast-paced, deadline-driven environment with minimal supervision

·        Strong analytical, written, and verbal communication skills

·        Detail-oriented with strong follow-through and accountability

Organizational Skills & Attention to Detail

·        Monitor calendar for scheduled activities and comes prepared to meetings

·        Excellent time management and ability to prioritize multiple projects simultaneously

·        Produces accurate, high-quality work, even under pressure

·        Consistently checks information for accuracy before distribution

·        Maintains organized, up-to-date files and reports

·        Able to follow established processes while adapting to changing priorities

Professional Traits

·        Highly organized, proactive, and dependable

·        Strong sense of ownership and accountability

·        Collaborative team player who builds positive working relationships

·        Self-motivated with a positive, professional attitude

·        Comfortable coordinating across teams and personalities

·        Willingness to step outside defined responsibilities when needed to support the team