Administrative Assistant, Property Operations

Sparks Group has partnered with a leading real estate investment trust to identify an experienced Administrative Assistant to join its Property Operations team. This is an exciting opportunity to support the day-to-day operations of a dynamic portfolio of retail and office properties.

In this role, you’ll work closely with the property management team, providing essential administrative support and helping ensure tenants, properties, and operational priorities are well managed. The ideal candidate is organized, proactive, detail-oriented, and comfortable working in a fast-paced commercial real estate environment.

Responsibilities:

• Provide daily support to Operations team members to help achieve center goals and objectives, fulfill tenant obligations outlined in leases, and maintain tenant compliance with site policies and regulations.
• Support the coordination and facilitation of merchant requests for facility, janitorial, and security services.
• Receive tenant, customer, and construction-related comments and complaints and respond as needed.
• Code AP invoices and check requests associated with the portfolio
• Enter requested work orders (WOs) into the work order system and audit and close WOs once completed.
• Support the preparation and review of financial reports, including annual budgets, monthly reporting, quarterly accruals, variances, and expenses.
• Process monthly accruals as instructed.
• Coordinate tenant move-ins and move-outs within leased spaces at the center.
• Prepare and distribute written communications, including letters, and keep tenant contact lists accurate and current.
• Distribute tenant open and close notifications, including temporary closures and openings, subleases, and assignments.
• Prepare and distribute tenant notifications as needed.
• Assist Property Managers with contract preparation, including vendor maintenance forms, change forms, scopes of work, and vendor requests for quotes.
• Build and maintain professional working relationships with all tenants within the portfolio.
• Create and maintain the portfolio filing system.
• Support the Operations team with various projects and assigned duties.
• Perform additional duties as assigned.

• High school diploma required; bachelor’s degree preferred.
• 4–7 years of experience providing administrative support to multiple managers.
• Strong attention to detail with excellent organizational abilities.
• Demonstrated ability to complete accurate and efficient data entry.
• Strong multitasking, time management, and problem-solving abilities.
• Self-motivated team player who works well collaboratively.
• Excellent written and verbal communication skills.
• Strong customer service orientation with a commitment to professionalism in all interactions.
• Ability to gather data, compile information, and prepare reports and documents.
• Advanced proficiency in Microsoft Word, Excel, and Outlook.
• Experience with JDE or property management software preferred.

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This job is In-Person.

Pay Range: Hourly $27.00 to $34.00

We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Download the Sparks Group mobile app from Apple App Store or Google Play.

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Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.