Property Associate

Employment Type: Full-time, Independent Contractor

Work Model: Remote

Work Hours: US Business Hours alignment

Role Overview

We are seeking an organized, detail-oriented Property Associate to support the day-to-day operations and administration of a commercial real estate property portfolio. Working directly alongside the Property Manager, you will serve as an essential operational liaison across tenant communications, vendor coordination, lease administration, and property maintenance workflows.

In this role, you will bridge administrative precision with proactive property support—handling tenant inquiries, monitoring accounts payable/receivable, maintaining certificate of insurance (COI) compliance, preparing move-in/move-out packages, and conducting periodic property inspections. Designed for a self-motivated professional with strong customer service instincts, this seat ensures the smooth, professional execution of day-to-day commercial property operations.

Key Responsibilities

1. Property Operations & Tenant Relations

Front-Line Support: Filter and respond to incoming phone calls and written communications from commercial tenants, prospective occupants, and vendors.
Maintenance & Work Order Tracking: Log, track, and manage tenant maintenance requests from intake through vendor dispatch and completion sign-off.
Move-In / Move-Out Coordination: Facilitate tenant move-in and move-out procedures, ensuring documentation, key handoffs, and inspection checklists are completed accurately.
Periodic Property Inspections: Perform routine physical inspections of portfolio properties to audit site conditions, identify maintenance needs, and verify vendor work quality.

2. Lease Administration & Compliance Governance

Document Hygiene: Maintain organized digital and physical lease files, vendor contracts, tenant contact directories, and lease compliance records.
Insurance Compliance: Track and manage certificates of insurance (COIs) for all portfolio tenants and third-party vendors, verifying current coverage and policy renewals.
Document Preparation: Assist the Property Manager in drafting lease agreements, amendments, tenant notices, and vendor service contracts.

3. Financial Administration & Reporting Support

AP/AR Assistance: Support basic accounts receivable and accounts payable functions, including invoice coding, rent roll tracking, and payment follow-ups.
Operational Reporting: Assist in drafting monthly property status reports, financial summaries, and operational updates for ownership review.

Required Skills & Qualifications

Education: High School diploma or equivalent required (Bachelor’s degree in Business, Real Estate, or related field is a plus).
Software Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with property management software (e.g., Yardi, RealPage, AppFolio) is strongly preferred.
Communication & Customer Service: Excellent written and verbal English communication skills, with a professional tone suited for commercial tenants and property owners.
Organizational Discipline: Exceptional time management, detail orientation, and task-prioritization skills, with the ability to manage multiple property workflows independently.
Transportation & Mobility: Valid driver’s license and dependable personal transportation required to conduct periodic site inspections.

Preferred Qualifications

Prior experience in commercial or residential property management, real estate administration, or facility operations.
Hands-on experience navigating Yardi Voyager / Yardi Breeze software.

Success Metrics (KPIs)

Tenant Request Resolution: Maintaining rapid response times and high resolution rates on tenant maintenance requests.
Compliance Accuracy: Achieving 100% up-to-date Certificate of Insurance (COI) tracking across all active tenants and vendors.
Lease File Integrity: Ensuring property files, vendor contracts, and lease documents are accurately organized and audit-ready.

Property Associate - 21189