Property Management Administrative Assistant

Pyramid ETC Companies, LLC • Full-time • Ramsey, New Jersey, United States • $28 - $33 / hour • 2d ago

ETC's parent company, Pyramid Construction Group LLC, manages over 30 commercial and residential properties throughout the East Coast and nationally. Our diverse portfolio spans retail shopping centers, office buildings, and industrial/warehouse facilities. They are seeking a dynamic and detail-oriented Property Management Administrative Assistant to join our team. In this vital role, you will support property operations, manage administrative tasks, and serve as a key point of contact for our tenants. Your energetic approach and organizational skills will help ensure our properties run seamlessly while maintaining compliance with relevant regulations.

KEY RESPONSIBILITIES

Tenant Administration

Serve as a primary point of contact for tenant inquiries, service requests, and day-to-day communications, ensuring prompt and professional responses
Coordinate move-in and move-out procedures, including property inspections and security deposit administration
Prepare and distribute tenant correspondence including notices, invoices, and annual operating expense (CAM) reconciliation statements

Maintenance & Vendor Coordination

Coordinate routine and emergency maintenance requests with vendors, contractors, and building engineers, ensuring timely resolution
Track and maintain inspection schedules for fire sprinkler systems, fire alarms, backflow devices, fire hydrants, elevators, and other life-safety equipment
Obtain vendor proposals and assist in bid comparison, contract review, and vendor selection processes
Collect and maintain up-to-date certificates of insurance from all contractors and vendors performing work at properties
Support the management of construction projects

Administrative Support

Prepare monthly and quarterly management reports including occupancy summaries, variance analysis, etc.
Maintain accurate records of vendor contracts, purchase orders, and work orders within the property management system

Compliance & Risk Management

Ensure properties remain in compliance with local, state, and federal codes, ordinances, and life-safety regulations
Track all required periodic inspections and licenses; follow up to confirm deficiencies are corrected and reports are properly filed with applicable authorities
Maintain and monitor tenant certificates of liability insurance; follow up on renewals and endorsements
Assist in coordinating emergency response procedures and maintain current emergency contact lists for all properties

General Office & Administrative

Manage incoming and outgoing correspondence, phone calls, and emails related to property operations
Organize and maintain digital and physical filing systems for property records, contracts, leases, and reports
Prepare meeting agendas, take accurate minutes, and follow up on action items with appropriate team members
Provide general administrative support to the Property Manager and senior leadership as needed

MINIMUM QUALIFICATIONS

Associate's or Bachelor's degree in Real Estate, Business Administration, or a related field preferred; equivalent combination of education and experience will be considered
1–3 years of experience in commercial real estate, property management, or a related administrative role preferred
Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with property management software such as Yardi, Sage, AppFolio, or similar is a plus
Familiarity with commercial lease structures, CAM reconciliations, and standard real estate terminology
Valid driver's license and reliable transportation; ability to conduct on-site property visits if needed

Pyramid Construction Group LLC is an Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.