Office Administrator | Peerless Properties & Development
Job Summary
We are seeking a precise and professional Commercial Lease and HR/ Office Administrator and administrative operations. The ideal candidate is a "contract-minded" professional who thrives on organization, clear communication, and maintaining strict confidentiality. Tasks include correspondence, record-keeping, office support and data input. The ideal candidate must demonstrate self-starting skills, great communication skills, maintain a positive attitude, problem-solving skills, self-motivated, and trustworthiness. The Office Administrator ensures the smooth running of our company in a fast-paced environment for a multi-faceted business. Multi-tasking is required along with a positive attitude minded personnel .
Key Responsibilities
● Lease Management: Abstracting commercial leases, tracking critical dates (renewals, expirations, rent escalations), and maintaining the master lease database. oversee our portfolio's documentation life-cycle the ideal candidate is a "contract-minded" professional who thrives on organization, clear communication, and maintaining strict confidentiality.
● Coordination and communication skills. Maintaining between office management and department heads office team details and input of daily operations. Identify issues to help resolve.
● Tenant Relations/ Managers interaction: Serving as the primary administrative point of contact for tenants regarding lease obligations, insurance certificates, and property rules. Coordinate effectively with all office department team personnel and the owner directly.
● Financial Administration: Preparing and processing information for bill-backs for utilities or CAM (Common Area Maintenance) and assisting with CFO with billings & collections.
● Compliance & HR: Maintaining organized digital and physical files for all properties; assisting the management team with internal HR administrative tasks, employee onboarding, and personnel records and onboarding / termination.
● Vendor Coordination: Managing service contracts and ensuring all vendors provide updated W-9s and proof of insurance.
Qualifications & Skills
● Experience: 3+ years in Real Estate, Property Management, project management, and/or Paralegal work.
● Analytical Skills: Ability to read and interpret commercial lease language and extract that information using AI .
● Professional Conduct: High level of emotional intelligence and the ability to maintain professional boundaries in a fast-paced office.
● Communication: Excellent verbal and written communication skills regarding operational skills Between our management team & the owner/ manager.
● Software Mastery: Proficient in Microsoft Word and Excel (specifically for rent rolls and data tracking) and standard industry software. Microsoft suit for email and teams calls.
● Conflict De-escalation: Proven ability to handle conversations with tenants or staff using a calm, fact-based approach and good thought process.
● Confidentiality: Absolute discretion is required, as this role involves handling sensitive financial data and private personnel information.
● Attributes: A motivated self-starter and "fast tracker" with a consistently professional and positive attitude.
A background check will be required for this position. Salary, Bonus, and Benefits all apply for a successful candidate.
