Property Management Assistant

The Property Management Assistant provides administrative and operational support to the Property Manager, ensuring the efficient day-to-day operation of a commercial property portfolio. Key responsibilities include tenant communication, vendor coordination, and general administrative support. 

­ Serve as the primary administrative support to the Property Manager for a designated property portfolio.
­ Act as a front-line contact for tenant communications, ensuring inquiries and requests are handled promptly, professionally, and with a strong customer service mindset.
­ Maintain accurate and up-to-date tenant records, including contact lists, Certificates of Insurance (COIs), and building distribution lists.
­ Assist in preparing and distributing tenant notices and communications related to property updates, maintenance activities, or building operations.
­ Support vendor coordination, including service scheduling (e.g., janitorial, carpet, and metal maintenance), signage orders, and food truck scheduling.
­ Track and maintain internal records such as project updates, meter readings, and monthly spreadsheets used by maintenance and accounting teams.
­ Assist with accounts receivable follow-up and administrative components of monthly reporting packages.
­ Participate in the accounts payable process, including invoice precoding, submitting bill-to change requests, and coordinating with internal teams for updates.
­ Ensure vacant suites are clean, accessible, and appropriately staged for showings.
­ Serve as a secondary resource for the card access system; assist with basic troubleshooting and coordination of access changes.
­ Perform other administrative duties as assigned to support property operations.

Preferred Qualifications

­ Proven administrative or office support experience in a professional setting. 
­ Demonstrated excellence in customer service and interpersonal communication. 
­ Strong organizational skills and the ability to manage multiple priorities under tight timelines. 
­ Proficiency with Microsoft Office Suite (Outlook, Word, Excel)
­ Proactive, detail-oriented, and able to work independently and collaboratively.

Qualifications

­ Associate or bachelor’s degree preferred, or equivalent experience in a professional administrative support role.

Physical Demands 

­ Ability to sit, stand, stoop, kneel, and bend for up to 8 hours.
­ Occasional lifting of objects up to 25 lbs.

Position Location

­ Milwaukee, Wisconsin
­ This position requires 100% on-site presence, either in the office or at the properties under management. The primary office location is in Milwaukee, with periodic travel to other properties within the portfolio as needed.