Assistant Real Estate Manager
Fairfield, New Jersey
Immediate Hire!
Job Type: Full-time
Required experience:
One to two years of related commercial real estate, property management, facilities, accounting, customer service, or administrative experience is preferred.
Required education:
Bachelor’s degree from an accredited four-year college or university is preferred.
Accordia Real Estate is seeking an organized, proactive, and service-oriented Assistant Real Estate Manager to support the day-to-day management of a portfolio of commercial properties. This position will work closely with the Real Estate Manager, accounting team, building engineers, tenants, vendors, and ownership representatives to ensure that each property is operated efficiently, maintained to a high standard, and managed in accordance with lease requirements, management agreements, budgets, and company policies.
The ideal candidate will have strong communication and organizational skills, an interest in commercial real estate, and the ability to manage multiple priorities in a fast-paced environment. This position offers an opportunity to gain broad exposure to property operations, tenant relations, financial reporting, leasing, and asset management.
Essential Duties and Responsibilities
Tenant Relations and Property Operations
- Respond to tenant questions, service requests, and operational concerns in a timely and professional manner.
- Coordinate with building engineers, maintenance personnel, vendors, and other team members to ensure tenant and property issues are resolved promptly.
- Assist with tenant communications and maintain positive, professional relationships with tenants.
- Conduct regular property inspections and document maintenance needs, safety concerns, and opportunities to improve the tenant experience.
- Help ensure that services are provided in compliance with company policies, operating procedures, applicable regulations, lease requirements, and contractual obligations.
- Coordinate tenant move-ins and move-outs, including walkthroughs, access requirements, signage, construction coordination, and other building-related needs.
- Assist with monitoring and managing tenant and internally generated work orders through Yardi.
Maintenance and Vendor Management
- Obtain proposals and coordinate vendor services for repairs, maintenance, inspections, and property improvement projects.
- Monitor vendor performance, contract requirements, insurance documentation, and completion of assigned work.
- Recommend repairs, alterations, preventative maintenance, and property improvements as appropriate.
- Coordinate with building engineering and maintenance personnel to track open items and confirm that work is completed satisfactorily.
- Assist with reviewing vendor contracts and confirming that services are performed within approved budgets.
Financial and Administrative Responsibilities
- Assist with the preparation and administration of annual operating and capital budgets.
- Review property expenses, invoices, purchase orders, and supporting documentation for accuracy and proper allocation.
- Assist with monthly financial reporting and prepare explanations for material budget-to-actual variances.
- Support accounts receivable efforts, including monitoring tenant balances and assisting with follow-up communications.
- Help maintain accurate property records, tenant files, vendor documentation, contracts, certificates of insurance, and other required information.
- Prepare timely, accurate, and complete property management maintenance reports.
- Assist with lease administration, including reviewing lease requirements, tracking critical dates, and confirming compliance with tenant and landlord obligations.
- Review and become familiar with property management agreements, reporting requirements, approval rights, and ownership-specific procedures.
Leasing and Ownership Support
- Assist with property tours and show available space to prospective tenants and brokers, as directed.
- Coordinate with leasing and construction teams regarding vacant space preparation, tenant improvements, and new tenant occupancy.
- Support the Real Estate Manager in communicating with property owners and joint venture partners regarding property operations, financial performance, tenant matters, and capital projects.
- Help ensure that property-specific business plans and ownership objectives are being implemented.
- Develop strong working relationships with tenants, vendors, brokers, and other commercial real estate professionals.
General Responsibilities
- Maintain an ownership mentality and treat each property as though Accordia owned 100% of the asset.
- Collaborate effectively with property management, accounting, asset management, leasing, construction, and engineering personnel.
- Participate in property management meetings, budgeting activities, and other company initiatives.
- Perform additional duties and special projects as assigned.
- Assist with general office administration including maintenance of supplies and other office needs.
Education and Experience
- Bachelor’s degree from an accredited four-year college or university is preferred.
- One to two years of related commercial real estate, property management, facilities, accounting, customer service, or administrative experience is preferred.
- Recent graduates with relevant coursework, internships, or demonstrated interest in commercial real estate are encouraged to apply.
Licenses and Certifications
- New Jersey Real Estate Salesperson License is preferred but may be obtained after hire within a timeframe established by the company.
Technology Skills
- Intermediate to advanced proficiency with Microsoft Office, particularly Outlook, Excel, Word, and PowerPoint.
- Experience with Yardi Voyager or another property management and accounting platform is a plus.
- Ability and willingness to learn new property management, reporting, and workflow systems.
Scope of Responsibility
The Assistant Real Estate Manager will work within established company policies, property procedures, management agreements, leases, budgets, and approval requirements. The position requires the ability to manage assigned responsibilities independently while recognizing when additional direction or approval is necessary.
The employee will be expected to establish priorities, track assignments, meet deadlines, communicate potential issues promptly, and maintain accurate documentation. Decisions and recommendations may affect tenants, vendors, property operations, financial reporting, and other members of the Accordia team.