Assistant Commercial Property Manager

Job title: Assistant Commercial Property Manager

Type of employment: Full-time (Remote)

Budget: $9/hr

Shift Schedule: 8:30 AM - 5:30 PM EST

We are looking for a highly organized and detail-oriented Assistant Commercial Property Manager to support our property and asset management teams. This remote role involves assisting with lease administration, tenant coordination, financial reporting, and general administrative support to ensure smooth day-to-day operations across commercial properties.

About the Employer:

Founded in 2015, the company is a fully integrated commercial real estate investment firm specializing in the acquisition, (re)development and management of retail shopping centers, industrial warehouses, and various other commercial property types throughout Florida, with a historical investment footprint across the US.

The company's portfolio currently spans 55+/- properties and encompasses 900,000+ square feet of space with over $225MM AUM.

Company core values:

• Integrity, Dedicated, focused, and fully committed to the job

• Humility, Adaptable, coachable, and eager to learn

• Courage, Willing to identify and address process inefficiencies and suggest improvements

• Love, Strong team collaboration, fostering a supportive and constructive work environment

Objectives of this role:

• The objective of the Assistant Commercial Property Manager is to streamline administrative tasks, maintain detailed documentation, and provide essential support to the property management team. The ideal candidate will use strong organizational skills and attention to detail to enhance operational efficiency.

Responsibilities:

• Administrative & Operational Support:
• Draft leases, license agreements, and related documents from templates
• Calculate rent rates using Excel models
• Verify and secure all required lease documentation
• Process and coordinate tenant move-ins and move-outs, including administrative management of Smartsheet processes
• Reviewing monthly property management reports and providing feedback to management
• Organize, save, and properly label files in Dropbox
• Update and manage contacts in HubSpot
• Data entry and accurate digital filing
• Assist accounting with filing, accounts receivable, and submitting essential documents (leases, renewals, move-outs, invoices, etc.)

• Tenant & Marketing Coordination:
• Manage marketing initiatives for executive suites, respond to inquiries, vet prospects, coordinate showings, and assist with move-ins
• Conduct financial reviews of prospective tenants
• Track lease expirations, renewals, and maintain lease administration reports

• Reporting & Project Management:
• Review monthly property management reports and provide detailed feedback to management
• Manage reports such as Leases in Process, Vacancy & Opportunity Cost
• Administer small projects or fieldwork when a property manager is unavailable
• File Termination of Notices of Commencement (NOCs)

• Insurance Management:
• Manage expiring certificates of insurance
• Solicit new insurance documents, ensuring they meet company requirements
• Organize and maintain detailed insurance records

• Vendor Coordination:
• Source new vendors
• Establish and maintain vendor communications
• Follow up on priority work orders and requirements
• Ensure accountability and performance standards are consistently met

• Calendar & Scheduling
• Support calendar management, scheduling meetings, and general administrative duties

Required skills and qualifications:

• Minimum of 2 years of experience in commercial property management or a related field
• Familiarity with commercial real estate terminology and practices
• Proficient in Microsoft Office, especially Excel and Word
• Experience using CRM tools such as HubSpot.
• Excellent written and verbal communication skills
• Experience with property management software (e.g., Yardi, AppFolio)
• Project coordination or management experience
• Strong problem-solving skills and adaptability.

Preferred skills and qualifications

• Highly organized with excellent time-management skills
• Detail-oriented and comfortable managing multiple tasks
• Proactive in identifying solutions and improving processes
• Ability to work independently and as part of a remote team