Commercial Property Assistant

Commercial Property Assistant

Location: Charlotte, NC (100% Onsite)

Position Type: Direct Placement (Full-Time)

Salary Range: $60,000 – $70,000 / year + $2,500 – $3,000 annual discretionary bonus

Benefits: Comprehensive benefits package, 3 weeks PTO

Position Overview

We are seeking a personable, organized, and proactive Commercial Property Assistant to provide comprehensive administrative and operational support to our Property Management team. In this newly created role, you will assist with the day-to-day management of a diverse commercial portfolio, including retail, office, medical office, and mixed-use properties.

This position offers a clear career path with significant growth potential for candidates seeking to advance to Assistant Property Manager (APM) and Property Manager roles over time.

Key Responsibilities

Tenant & Client Relations

- Prepare and process tenant correspondence, notices, reports, and property owner communications.
- Coordinate seamless tenant move-ins, move-outs, and daily maintenance service requests.
- Develop and maintain strong, professional relationships with tenants, vendors, property owners, and internal teams.

Lease & Document Administration

- Maintain organized electronic files for leases, service contracts, amendments, and certificates of insurance.
- Track and manage Certificates of Insurance (COI) to ensure full compliance across all properties.
- Maintain detailed operational logs, including Tenant Gross Sales, HVAC Maintenance Agreements, and lease tracking files.

Vendor & Maintenance Coordination

- Obtain and evaluate vendor proposals, assisting with contract administration and service verification.
- Create and assign work orders in the property management system, following up to ensure timely completion.
- Schedule preventive maintenance and maintain annual testing logs for roof, sprinkler, fire panel, backflow, and fire extinguisher compliance.

Financial & Administrative Support

- Assist with tenant mailings, including Welcome Letters, annual reconciliation packages, and TICAM letters.
- Support collections processes and the management of aged receivables.
- Manage updates to building access control systems and record tenant address changes.

Property Operations & Inspections

- Participate in routine property inspections and generate detailed follow-up reports.
- Monitor overall property conditions and coordinate necessary repairs with external vendors.
- Support Property Managers in achieving key operational goals and maintaining high property standards.

Qualifications & Requirements

Required:

- Experience: 1+ years of property management experience (Commercial experience strongly preferred; residential property management experience will be considered).
- Technical Skills: Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook), with advanced Excel skills preferred.
- Core Competencies: Exceptional organizational, communication, and multi-tasking abilities with high attention to detail.
- Soft Skills: Professional demeanor, customer service orientation, and a strong drive to learn and take initiative.
- Mobility: Valid driver’s license and reliable transportation for travel between local properties.

Preferred:

- Hands-on experience with commercial real estate property management software (Yardi, MRI, AppFolio, or similar).
- Familiarity with AI efficiency platforms (e.g., ChatGPT, Claude, or similar productivity tools).
- Basic understanding of building operating systems and commercial property maintenance.

Physical Requirements & Work Environment

- Work Location: 100% in-office position located in the South End area.
- Standard office hours with occasional weekend or after-hours support required for operational needs.
- Ability to lift and carry files or property supplies up to 25 lbs.
- Ability to travel locally between properties in varying weather conditions.