Commercial Property Assistant

HH Red Stone is a rapidly expanding property management company with a growing Commercial portfolio. We are seeking a Commercial Property Assistant who is organized, reliable, detail oriented, and comfortable supporting the daily administrative and operational needs of our Commercial Director. 

Job Overview

The Commercial Property Assistant supports the day to day operations, accounting workflows, and tenant relations for a portfolio of commercial properties. The role includes coordinating vendor services, organizing lease documents, assisting with expense reconciliations, and providing general operational support to keep the portfolio running smoothly.

Key Responsibilities

Tenant & Office Support

Build positive relationships with current and prospective commercial tenants.

Assist with responding to tenant inquiries and coordinating timely solutions.

Prepare and distribute notices, communications, and property documents.

Property Operations & Vendor Coordination

Support competitive bidding, vendor selection, and contract organization.

Monitor vendor performance and coordinate with maintenance for service needs.

Track and maintain building materials, supplies, and operational requests.

Lease & Document Administration

Maintain accurate and organized lease files, amendments, renewals, and certificates of insurance (COIs).

Track key dates, compliance items, and required documentation.

Assist with general lease administration and term compliance.

Commercial Accounting Support

Assist with reconciliation of operating expenses, taxes, utilities, and insurance.

Organize and maintain backup documentation for all reconciliations.

Help calculate percentage rent, management fees, and record monthly sales reports.

Support annual budget preparation with data input and document organization.

Perform basic Excel calculations, data entry, and file management.

General Administrative Support

Provide day-to-day operational assistance to the Commercial Manager.

Assist with marketing materials, property updates, and leasing support when needed.

Travel to properties across the U.S.

Qualifications

1 - 2 years of administrative, property management, commercial real estate, or office operations experience preferred.

Strong proficiency in Microsoft Excel (sorting, filtering, v-lookup optional, basic formulas).

Excellent organization, communication, and follow-through.

Comfortable coordinating vendors and interacting with tenants.

Basic understanding of accounting concepts is helpful.

Ability to prioritize tasks in a fast-paced setting.

Valid driver’s license and ability to travel as needed.

Disclaimer

The above is intended to describe the general content of the role and should not be considered an exhaustive list of responsibilities. Duties may be updated at any time. Reasonable accommodations may be made for individuals with disabilities.

Equal Opportunity Employer Statement

HH Red Stone is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to a diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, military or veteran status, or any other status protected by law.