Commercial Property Assistant
About this role
Commercial Property Assistant
Location: Charlotte, NC (100% Onsite)
Position Type: Direct Placement (Full-Time)
Salary Range: $60,000 – $70,000 / year + $2,500 – $3,000 annual discretionary bonus
Benefits: Comprehensive benefits package, 3 weeks PTO
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.