Property Associate
Property Associate
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Position Summary
MalaceHR is seeking a highly organized and service-oriented Property Associate (PA) to join our dynamic property management team. The Property Associate plays a key administrative role in supporting one or more properties ensuring smooth day-to-day operations exceptional tenant satisfaction and accurate financial processing. This on-site position requires a proactive individual with strong communication and multitasking skills ready to represent MalaceHR and our clients with professionalism.
Key Responsibilities
Accounting & Financial Support
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Process accounts payable: review and code invoices for timely payment.
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Support accounts receivable functions including billing statement generation and collections.
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Track and manage administrative expenses; identify and recommend cost-saving opportunities.
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Assist with property budget development and recurring financial reporting.
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Record utility meter readings and support billing activities where applicable.
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Collect W-9s and assist with new vendor setups.
Administrative Operations
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Maintain accurate document and lease files (physical and digital).
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Manage lease-related notifications and deadlines.
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Answer phones monitor shared inboxes and respond to tenant inquiries and service requests.
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Handle incoming/outgoing mail and packages.
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Draft and distribute memos reports and general correspondence.
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Update contact databases for employees clients and tenants.
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Schedule conference rooms meetings and events.
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Coordinate office logistics such as supplies and travel arrangements.
Tenant and Vendor Coordination
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Support tenant move-in/move-out processes and welcome orientation programs.
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Monitor and coordinate access card issuance visitor/vendor access and building security.
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Maintain compliance with tenant and vendor Certificates of Insurance (COIs).
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Liaise with maintenance security and building personnel to ensure operational excellence.
Compliance & Risk Management
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Support preparation for audits and ensure records meet regulatory requirements.
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Document and report potential liability incidents or property damage.
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Help create and maintain building and employee manuals.
General Support
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Provide ad hoc administrative support to property management and engineering teams.
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Assist in vendor contract processing and tracking.
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Perform additional tasks and responsibilities as assigned.
Qualifications & Experience
Required:
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High school diploma or equivalent.
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Minimum of 1 year of experience in commercial real estate property administration or office support.
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Proficiency with Microsoft Office Suite (Outlook Word Excel PowerPoint).
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Excellent communication (verbal and written) and interpersonal skills.
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Strong attention to detail and organizational abilities.
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Ability to manage multiple priorities with minimal supervision.
Employment Type
Full Time
