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Portfolio Assistant
Location
Bellevue, Washington, United States
Work type
Onsite
Employment
Full Time
Experience
2+ years
Compensation
$25 - $33 per hour
Posted
8h ago
Summary and responsibilities
Role overview
Summary
The Portfolio Assistant supports managers in the daily operations and financial management of an assigned commercial real estate portfolio. Key responsibilities include coordinating leasing activities, processing invoices, assisting with budgeting, and maintaining strong tenant and owner relations. This role requires strong organizational, communication, and customer service skills.
The Portfolio Assistant supports the Manager(s) in the day-to-day operations of an assigned portfolio in alignment with individual client goals and objectives. Depending on the Asset Services Team structure, this role may also include Administrative Assistant duties.
Essential Functions
Leasing
Partner with Manager(s) and the leasing team to ensure vacant spaces are market-ready
Maintain building floor plans, vacant space logs, and stack plans
Coordinate approvals and track leases, contracts, notices, and time-sensitive documents
Distribute lease documents to the Owner, Administrative Assistant, and Tenant
Coordinate signage, keys, and property information sheets for tenants
Receive, code, and track lease commission invoices
Assist with creating and maintaining lease and property files as directed
Financial and Reporting
Code invoices and payables weekly and resolve billing issues or past-due balances
Create Account Action Request forms for Manager signature
Assist with the annual budgeting process, including obtaining rate increases from utilities/vendors and rebidding service contracts
Assemble, copy, and distribute monthly Owner statements and financial reports
Review annual CAM reconciliations and report findings to Manager(s)
Prepare new vendor setup forms and collect required vendor insurance documentation
Assist with delinquency collections by contacting tenants and preparing demand or pay-or-vacate notices
Operations
Prepare weekly/monthly inspection reports for Engineers and maintain Desk Notes
Prepare maintenance and service contracts for Manager signature
Dispatch vendors/contractors and interface with them to ensure prompt maintenance responses and contract compliance
Partner with Building Engineers or maintenance staff to schedule repairs and work orders
Respond to and resolve tenant concerns to maintain high-quality property management service
Request and review service provider bids, review contract specifications, and recommend updates to Manager(s)
Track tenant and vendor insurance compliance
Tenant and Owner Relations
Maintain a courteous, service-oriented rapport with tenants and foster strong relationships with owners
Make collection calls to delinquent tenants as directed
Perform other duties or projects as requested
Essential Qualifications
Skills and Abilities
Strong communication, organizational, and customer service skills
Ability to build professional relationships with clients, vendors, tenants, and internal teams
Demonstrated ability to prioritize, multitask, and meet strict deadlines
Exceptional attention to detail and strong troubleshooting initiative
Ability to recognize quality maintenance work and draft well-written emails, reports, and letters
Education, Knowledge, and Experience
High School Diploma or equivalent
PC literate (Microsoft Office Suite, Word, Outlook, Internet) with strong Excel skills
2+ years of commercial property management experience
Updated 8h ago
Candidate fit
Skills and qualifications
Additional skills
Experience
2+ 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
$25 - $33 per hour
Location, schedule, and role shape
Work setup
Work conditions
Bandwidth profile
Context on the employer
Company snapshot
Company
Kidder Mathews
Team size
Growing team
Location
Bellevue, Washington, United States
Kidder Mathews has been a leader in the commercial real estate industry for nearly 60 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 54 million square feet of space, and conducts 2,700 appraisal, consulting, and cost segregation assignments annually.
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Portfolio Assistant
Bellevue, Washington, United States • Full Time