Administrative Assistant to Property Management

Job Description

Job Description

Support a High-Performing Commercial Property Management Team

KIRCO is looking for a highly organized, detail-oriented Administrative Assistant to support our Property Management team. This role is ideal for someone who enjoys keeping operations running smoothly, building strong relationships, and serving as a trusted resource for both internal teams and tenants.

As a key member of our team, you'll provide administrative support to senior leadership, property managers, accounting, and operations while helping ensure exceptional service across our commercial property portfolio.

If you thrive in a fast-paced environment, enjoy solving problems, and take pride in delivering outstanding customer service, we'd love to meet you.

What You'll Do

In this role, you will:

• Provide administrative support to the Executive Vice President of Asset & Property Management, VP of SK Medical, Property Management Directors, Property Managers, and the broader Property Management team.
• Coordinate meetings, calendars, travel arrangements, correspondence, reports, presentations, and other administrative functions.
• Serve as a primary point of contact for tenants, vendors, and internal partners by responding to questions and ensuring timely follow-up.
• Manage and administer our computerized work order system, including onboarding new properties, setting up users, maintaining recurring work orders, and supporting tenant access.
• Maintain electronic and physical property records, including leases, contracts, certificates of insurance, vendor documentation, and tenant files.
• Assist with lease administration, proposal preparation, RFP coordination, and new management opportunities.
• Coordinate tenant signage, property listings, Energy Star reporting, security access requests, and utility account administration.
• Support rent and CAM collection efforts, monthly reporting, departmental mailings, and accounting-related administrative tasks.
• Manage vendor relationships and administrative accounts, including office suppliers, purchasing, wireless services, and equipment management.
• Reconcile departmental purchasing card expenses through Concur.
• Generate, distribute, and analyze quarterly tenant satisfaction surveys.
• Support special projects and provide administrative assistance across the Property Management department as business needs evolve.

What We're Looking For

We're looking for someone who is:

• Exceptionally organized with strong attention to detail.
• Able to manage multiple priorities while meeting deadlines.
• Customer-focused with excellent communication and relationship-building skills.
• Comfortable working independently while collaborating across multiple teams.
• Professional, dependable, and able to handle confidential information with discretion.
• Adaptable and energized by a dynamic, fast-paced environment.
• Proficient with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experienced in administrative support; commercial real estate or property management experience is a plus.

Qualifications

• High school diploma required; additional education is a plus.
• Previous administrative experience in a professional office environment.
• Experience supporting multiple leaders and departments preferred.
• Familiarity with commercial real estate, property management, or facilities management is preferred but not required.

As a family business, KIRCO takes great pride in our award-winning heritage, extending back four decades. KIRCO has built a legacy of real estate excellence based on our ability to provide clients with increased value from their real estate holdings. It is all about our associates, working within a framework of business ethics, social and community responsibility, and customer focus that empower our professionals. We work hard to build real estate value every day.

Company Description

As a family business, KIRCO takes great pride in our award-winning heritage, extending back four decades. KIRCO has built a legacy of real estate excellence based on our ability to provide clients with increased value from their real estate holdings. It is all about our associates, working within a framework of business ethics, social and community responsibility, and customer focus that empower our professionals. We work hard to build real estate value every day.