Property Management Administrative Assistant

ETC's parent company, Pyramid Construction Group LLC, manages over 30 commercial and residential properties throughout the East Coast and nationally. Our diverse portfolio spans retail shopping centers, office buildings, and industrial/warehouse facilities. They are seeking a dynamic and detail-oriented Property Management Administrative Assistant to join our team. In this vital role, you will support property operations, manage administrative tasks, and serve as a key point of contact for our tenants. Your energetic approach and organizational skills will help ensure our properties run seamlessly while maintaining compliance with relevant regulations.KEY RESPONSIBILITIESTenant Administration

• Serve as a primary point of contact for tenant inquiries, service requests, and day-to-day communications, ensuring prompt and professional responses
• Coordinate move-in and move-out procedures, including property inspections and security deposit administration
• Prepare and distribute tenant correspondence including notices, invoices, and annual operating expense (CAM) reconciliation statements

Maintenance & Vendor Coordination

• Coordinate routine and emergency maintenance requests with vendors, contractors, and building engineers, ensuring timely resolution
• Track and maintain inspection schedules for fire sprinkler systems, fire alarms, backflow devices, fire hydrants, elevators, and other life-safety equipment
• Obtain vendor proposals and assist in bid comparison, contract review, and vendor selection processes
• Collect and maintain up-to-date certificates of insurance from all contractors and vendors performing work at properties
• Support the management of construction projects

Administrative Support

• Prepare monthly and quarterly management reports including occupancy summaries, variance analysis, etc.
• Maintain accurate records of vendor contracts, purchase orders, and work orders within the property management system

Compliance & Risk Management

• Ensure properties remain in compliance with local, state, and federal codes, ordinances, and life-safety regulations
• Track all required periodic inspections and licenses; follow up to confirm deficiencies are corrected and reports are properly filed with applicable authorities
• Maintain and monitor tenant certificates of liability insurance; follow up on renewals and endorsements
• Assist in coordinating emergency response procedures and maintain current emergency contact lists for all properties

General Office & Administrative

• Manage incoming and outgoing correspondence, phone calls, and emails related to property operations
• Organize and maintain digital and physical filing systems for property records, contracts, leases, and reports