Commercial Property Assistant

Description

The Commercial Property Assistant supports the day-to-day operations, accounting workflows, and tenant relations for a portfolio of commercial properties. The role includes coordinating vendor services, organizing lease documents, assisting with expense reconciliations, and providing general operational support to keep the portfolio running smoothly.

• Build positive relationships with current and prospective commercial tenants.
• Track and maintain building materials, supplies, and operational requests.
• Maintain accurate and organized lease files, amendments, renewals, and certificates of insurance (COIs).
• Assist with general lease administration and term compliance.
• Assist with reconciliation of operating expenses, taxes, utilities, and insurance.
• Assist with responding to tenant inquiries and coordinating timely solutions.
• Support annual budget preparation with data input and document organization.
• Track key dates, compliance items, and required documentation.
• Provide day-to-day operational assistance to the Commercial Manager.
• Prepare and distribute notices, communications, and property documents.
• Monitor vendor performance and coordinate with maintenance for service needs.
• Organize and maintain backup documentation for all reconciliations.
• Support competitive bidding, vendor selection, and contract organization.
• Travel to properties across the U.S.
• Assist with marketing materials, property updates, and leasing support when needed.
• Help calculate percentage rent, management fees, and record monthly sales reports.

Requirements

HH Red Stone is a rapidly expanding property management company with a growing Commercial portfolio. We are seeking a Commercial Property Assistant who is organized, reliable, detail-oriented, and comfortable supporting the daily administrative and operational needs of our Commercial Manager. This role is ideal for someone who is proactive, eager to learn, and has strong Excel skills.

• Basic understanding of accounting concepts is helpful.
• 1–2 years of administrative, property management, commercial real estate, or office operations experience preferred.
• Comfortable coordinating vendors and interacting with tenants.
• Valid driver’s license and ability to travel as needed.
• Perform basic Excel calculations, data entry, and file management.
• Ability to prioritize tasks in a fast-paced setting.
• Strong proficiency in Microsoft Excel (sorting, filtering, v-lookup optional, basic formulas).
• Excellent organization, communication, and follow-through.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance