Asset Services Associate

AQUILA is seeking a driven organized and proactive individual to join our office asset team. This position supports office project leasing team efforts across a diverse portfolio by tracking deal activity maintaining reporting systems coordinating marketing and leasing materials assisting with property tours and serving as a key liaison between brokers clients marketing and accounting teams.

This role is highly collaborative and detail-oriented with exposure to transactions ownership reporting and leasing strategy across multiple submarkets.

JOB RESPONSIBILITIES

Leasing Operations Reporting & Deal Support

Send responses and details for all leasing requirements and track activity

Maintain and update VTS (and other leasing tracking software) for assigned properties including those not actively leased ensuring accurate and timely data

Prepare leasing reports and summaries for weekly property and property ownership calls

Assist with scheduling coordinating and conducting property tours across the portfolio

Help prepare for the weekly team meetings by ensuring deal activity and updates from the prior week are current and accurate

Submit all transaction request forms for all deals

Run financial calculations for leasing transactions and coordinate with accounting to ensure invoices are accurate and paid in a timely manner

Market Data Surveys & Research

Complete and submit quarterly surveys for CBD East Northwest and Southwest submarkets for quarterly reporting

Assist with the preparation of comp sets market surveys and leasing intelligence for owners and internal teams

Help assemble tour books leasing packages and ownership-facing materials

Marketing & Proposal Support

Assist in preparing initial leasing proposals for office properties

Coordinate with the marketing team on floorplans property marketing materials e-blasts holiday gifts and client events

Serve as a liaison between brokerage asset services marketing and management teams to ensure consistent communication and execution

Support the creation and updating of leasing and business development materials

General Coordination & Administrative Support

Maintain accurate files reports and documentation related to leasing activity

Assist with scheduling meetings tours and internal coordination as needed

Participate in weekly team meetings and collaborate closely with brokers and asset services professionals

Assist with additional duties and special projects as assigned

Flexibility to work outside standard business hours may occasionally be required

QUALIFICATIONS

Education & Experience

Bachelors degree required; business real estate finance or economics preferred

Active Texas real estate license required (or in process).

Commercial real estate experience preferred but not required

Exposure to leasing asset services or brokerage environments a plus

Business & Technical Skills

Strong working knowledge of Microsoft Office; experience with VTS CRM platforms and Adobe Acrobat is a plus

Comfortable working in a fast-paced deadline-driven environment with minimal supervision

Strong analytical written and verbal communication skills

Detail-oriented with strong follow-through and accountability

Organizational Skills & Attention to Detail

Monitor calendar for scheduled activities and comes prepared to meetings

Excellent time management and ability to prioritize multiple projects simultaneously

Produces accurate high-quality work even under pressure

Consistently checks information for accuracy before distribution

Maintains organized up-to-date files and reports

Able to follow established processes while adapting to changing priorities

Professional Traits

Highly organized proactive and dependable

Strong sense of ownership and accountability

Collaborative team player who builds positive working relationships

Self-motivated with a positive professional attitude

Comfortable coordinating across teams and personalities

Willingness to step outside defined responsibilities when needed to support the team