Position Type: Full-time (Remote)

Shift Schedule: U.S. Business Hours (Central Time Zone)

Industry: Commercial Real Estate & Property Management

About the Company

Our client is a premier U.S.-based commercial real estate firm specializing in property management, asset management, brokerage, receivership, and advisory services. Managing a diverse nationwide portfolio—spanning multi-tenant retail centers, office buildings, industrial facilities, and mixed-use properties—they focus on maximizing asset performance, ensuring operational efficiency, and delivering exceptional tenant experiences.

Position Summary

The Portfolio Operations Assistant provides administrative and operational support for portfolio-wide functions, helping ensure smooth property onboarding, offboarding, utility management, insurance administration, compliance tracking, and maintenance of portfolio records. This role serves as a central coordinator reporting to the Portfolio Operations Manager to support operational efficiency and consistency across the portfolio.

Key Responsibilities

Property Onboarding & Offboarding

• Assist with onboarding and offboarding processes for new and transitioning properties.
• Prepare and distribute turnover requests and track receipt of required documentation.
• Maintain onboarding and offboarding checklists and monitor completion status.
• Organize and maintain property records, transition documents, and key operational information.
• Coordinate account setup and closure activities with internal teams and external providers.

 

Utilities & Vendor Service Administration

• Support the setup, transfer, and termination of utility accounts.
• Communicate with utility companies and recurring service providers such as waste, telecom, and internet vendors.
• Maintain accurate utility account records and documentation.
• Track service requests and follow up on outstanding items.
• Prepare and distribute vendor termination letters on sale or termination of management agreement.

 

Property Insurance Administration

• Assist with insurance renewal processes and related documentation.
• Coordinate with insurance brokers to collect certificates, binders, policies, and other required documents.
• Track policy expiration dates and maintain insurance records.
• Support underwriting information gathering and document management.

 

Tax Appeal Coordination

• Support the administration of property tax appeal initiatives.
• Maintain tax appeal tracking logs and key deadlines.
• Gather and submit required documentation to attorneys and consultants.
• Monitor appeal status and assist with follow-up communications.

 

Portfolio Records & Reporting

• Maintain centralized portfolio databases, property information sheets, and contact records.
• Ensure operational records remain accurate, complete, and up to date.
• Assist with preparation of portfolio reports and operational tracking dashboards.
• Support documentation, compliance tracking, and data management initiatives.

 

Qualifications

• 1-3 years of administrative, operations, real estate, or property management experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Experience with Yardi or other property management software preferred.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

 

Core Competencies

• Organization and Planning
• Administrative Coordination
• Communication and Follow-Through
• Problem Solving
• Data Accuracy and Record Management
• Customer Service Mindset
• Team Collaboration

 

Success Measures

• Timely completion of onboarding and offboarding activities.
• Accuracy of portfolio records and operational documentation.
• Effective tracking of utilities, insurance renewals, and tax appeal deadlines.
• Responsiveness to Property Managers and internal stakeholders.
• Consistent support of standardized portfolio operations processes.