Property Assistant
Location
Charlotte, North Carolina, United States
Work type
Onsite
Employment
Full Time
Experience
0-3 years
Compensation
Compensation not disclosed
Posted
2h ago
Summary and responsibilities
Role overview
Summary
The Property Assistant will support the management of Class A office buildings, focusing on tenant relations, administrative tasks, accounting functions, and maintenance coordination. This role involves providing high-level customer service, managing work order systems, preparing budgets, and coordinating various building operations.
Overview
Assist in managing a portfolio of Class A office buildings, including service provider coordination, tenant relations, customer service, work order management, administrative support, and property accounting. The role supports day-to-day property operations while maintaining strong tenant relationships and assisting with budgets, invoices, and building expenses.
Responsibilities
Tenant Relations and Service
Coordinate tenant move-ins and move-outs from start to completion.
Conduct new tenant orientations and train tenants on the Tenant Portal/work order system.
Coordinate tenant appreciation events, lunches, holiday decorations, and gifts.
Provide backup for Building Services/dispatch and assist with tenant service requests and issues.
Communicate scheduled building work and operational updates to tenants.
Assist property management during inclement weather and other building events.
Track lease expirations and coordinate updates with the leasing team.
Maintain positive tenant relationships and provide a high level of customer service.
Administrative
Create and maintain tenant, building, upfit, project, and development files.
Scan and organize building documents, plans, and project records using M-Files and other systems.
Audit and maintain certificates of insurance for tenants and vendors.
Conduct quarterly AMAG audits and provide reports as requested.
Prepare tenant and vendor correspondence for manager review and approval.
Maintain Building Engines information, including lease abstracts, calendars, contacts, and work orders.
Maintain emergency contact databases, tenant contact lists, Outlook contacts, and building spreadsheets.
Keep Tenant Manuals and move-in/move-out checklists current.
Monitor and respond to emails and phone messages daily.
Provide phone coverage for the property manager as needed.
Coordinate internal meetings, including agendas, minutes, and follow-up.
Attend property management and development meetings and report on assigned items.
Perform general office and administrative duties.
Accounting
Sort, distribute, code, and process invoices for property management approval.
Compile budget variance information and assist with annual budget preparation.
Monitor and collect tenant delinquencies and prepare demand/default letters as needed.
Maintain collection notes in MRI.
Bill tenants for additional HVAC usage and access cards.
Follow up on outstanding balances and support property accounting activities.
Maintenance and Operations
Conduct building inspections, document findings, and distribute reports to management and engineering staff.
Create work orders and coordinate maintenance requests with engineers, HVAC technicians, and vendors.
Obtain vendor proposals and bids for capital projects and services.
Order building supplies and equipment as needed.
Review work order reports and follow up on outstanding issues.
Schedule preventive maintenance such as pressure washing and window cleaning.
Track capital projects through completion.
Assist with vendor selection, contract negotiations, performance monitoring, and bulk pricing.
Support special projects and other property management initiatives.
Qualifications
Positive attitude, team-oriented approach, flexibility, and self-motivation.
Bachelor’s degree preferred; one year of commercial real estate experience is a plus.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Excellent organizational, time management, verbal, and written communication skills.
Database management and maintenance experience preferred.
Ability to manage multiple priorities and work effectively in a fast-paced property management environment.
Must successfully pass a drug screen and background check.
Updated 2h ago
Candidate fit
Skills and qualifications
Additional skills
Experience
0-3 years
How this role is positioned
Role classification
Job domains
Industries
Employment
Full Time
Contract duration
Permanent
Hiring type
Direct
Global hiring
Location specific
Offer details
Compensation and benefits
Compensation
Compensation not disclosed
Location, schedule, and role shape
Work setup
Work conditions
Bandwidth profile
Context on the employer
Company snapshot
Company
Northwood Office
Team size
Growing team
Location
Charlotte, North Carolina, United States
Charlotte-based Northwood Office was established by Northwood Investors LLC – a privately held, global real estate investment and management firm – to provide a complete approach to fulfilling office space needs. Offering best-in-class services in commercial development, leasing and property management, Northwood Office is committed to creating and sustaining work environments that inspire by focusing on enhancing the quality of life, productivity, flexibility and community.
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Property Assistant
Charlotte, North Carolina, United States • Full Time