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Administrative Assistant in Real Estate- Commercial Real Estate Experience Preferred!

Administrative Assistant in Real Estate- Commercial Real Estate Experience Preferred!
$55,000 - $65,000
Birmingham, AL

Our client is a dynamic and growing firm based in Birmingham, AL.  This is a career opportunity designed for someone who is eager to learn the property management industry from the ground up. They are looking for a "moldable," high-energy professional. Previous commercial real estate experience is a plus, but they're focused on finding a candidate who is confident, communicates exceptionally well, and thrives in a fast-paced environment.

Job Duties:

• Provide high-level administrative support to multiple property managers and the broader management department.
• Manage and organize digital property files, ensuring all documentation is accurately categorized during day-to-day operations and property transitions.
• Update and maintain accurate tenant contact information and notice addresses at the corporate level.
• Coordinate maintenance work orders through management software, including submission and follow-up.
• Assist Property Managers in building and maintaining strong professional relationships with tenants.
• Help resolve property maintenance issues by coordinating with on-site staff and vendors.
• Contribute to the preparation of monthly and quarterly financial variance reports for ownership.
• Assist in fiscal activities, including budget development and adherence.
• Code departmental invoices for manager approval and track property-related expenses.
• Draft service contracts and manage monthly demand or default notices in coordination with lease administration.
• Schedule annual property inspections and assist with the capital expenditure process.
• Facilitate tenant move-ins and move-outs, including vacancy preparation and onboarding new assignments.
• Solicit and organize vendor bids for property projects and complete recommendation forms.
• Manage tenant billbacks for utilities and maintenance services like HVAC and roofing.
• Track and ensure insurance compliance for all assigned vendors and tenants.
• Process and distribute property-related mail and correspondence to the appropriate team members.

• Four-year college degree is preferred.
• Commercial real estate experience a big plus!
• Excellent interpersonal and verbal communication skills with a professional personality.
• High proficiency in Microsoft Office Suite, specifically Word, Excel, and Outlook.
• Strong organizational skills and the ability to adapt quickly in a fast-moving office environment.
• High technological aptitude with the ability to learn property management software quickly.
• Analytical mindset with strong problem-solving capabilities.
• A stable professional background (candidates with a history of long-term tenures are preferred).
• A "thick skin" and the confidence to interact effectively with contractors, owners, and vendors.
• A genuine interest in the real estate industry and a desire for long-term career growth.
• Ability to handle occasional overnight travel if required for property visits.

At our clients’ request, only individuals with required experience will be considered.

Please note - if you have recently submitted your resume to a PangeaTwo posting, your qualifications will be considered for other open opportunities.

Your resume will never be submitted to a client without your prior knowledge and consent to do so.

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