Commercial Property Assistant

Limitlessli - Commercial Property Assistant

Position Overview

We are seeking a personable, organized, and proactive Commercial Property Assistant to provide comprehensive administrative and operational support to our Property Management team. In this newly created role, you will assist with the day-to-day management of a diverse commercial portfolio, including retail, office, medical office, and mixed-use properties.

This position offers a clear career path with significant growth potential for candidates seeking to advance to Assistant Property Manager (APM) and Property Manager roles over time.

Key Responsibilities

• Tenant & Client Relations

• Prepare and process tenant correspondence, notices, reports, and property owner communications.

• Coordinate seamless tenant move-ins, move-outs, and daily maintenance service requests.

• Develop and maintain strong, professional relationships with tenants, vendors, property owners, and internal teams.

• Lease & Document Administration

• Maintain organized electronic files for leases, service contracts, amendments, and certificates of insurance.

• Track and manage Certificates of Insurance (COI) to ensure full compliance across all properties.

• Maintain detailed operational logs, including Tenant Gross Sales, HVAC Maintenance Agreements, and lease tracking files.

• Vendor & Maintenance Coordination

• Obtain and evaluate vendor proposals, assisting with contract administration and service verification.

• Create and assign work orders in the property management system, following up to ensure timely completion.

• Schedule preventive maintenance and maintain annual testing logs for roof, sprinkler, fire panel, backflow, and fire extinguisher compliance.

• Financial & Administrative Support

• Assist with tenant mailings, including Welcome Letters, annual reconciliation packages, and TICAM letters.

• Support collections processes and the management of aged receivables.

• Manage updates to building access control systems and record tenant address changes.

• Property Operations & Inspections

• Participate in routine property inspections and generate detailed follow-up reports.

• Monitor overall property conditions and coordinate necessary repairs with external vendors.

• Support Property Managers in achieving key operational goals and maintaining high property standards.

• Qualifications & Requirements Required:

• Experience: 1+ years of property management experience (Commercial experience strongly preferred; residential property management experience will be considered).

• Technical Skills: Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook), with advanced Excel skills preferred.

• Core Competencies: Exceptional organizational, communication, and multi-tasking abilities with high attention to detail.

• Soft Skills: Professional demeanor, customer service orientation, and a strong drive to learn and take initiative.

• Mobility: Valid driver’s license and reliable transportation for travel between local properties.

Preferred:

• Hands-on experience with commercial real estate property management software (Yardi, MRI, AppFolio, or similar).

• Familiarity with AI efficiency platforms (e.g., ChatGPT, Claude, or similar productivity tools).

• Basic understanding of building operating systems and commercial property maintenance.

• Physical Requirements & Work Environment

• Work Location: 100% in-office position located in the South End area.

• Standard office hours with occasional weekend or after-hours support required for operational needs.

• Ability to lift and carry files or property supplies up to 25 lbs.

• Ability to travel locally between properties in varying weather conditions.