Administrative Assistant-Commercial Property Management
Kiemle & Hagood Company, Spokane, WA, United States
Administrative Assistant
The Administrative Assistant provides operational and administrative support to Property Associates, Property Managers, Senior Property Managers, and Portfolio Managers in accordance with Kiemle Hagood policies, procedures, and standards. This role supports day-to-day property management activities, tenant and owner communications, and financial and operational processes to ensure efficient and consistent service delivery across the portfolio.
Administrative Assistants play a key role in supporting property operations by coordinating communication, maintaining accurate records, and assisting with reporting, leasing documentation, and tenant interactions. They serve as a point of contact for tenant requests and internal coordination, ensuring timely follow-through and a high level of customer service.
This role operates within the portfolio team and works closely with property management staff to support overall portfolio performance while developing a foundational understanding of property management processes and systems.
Essential Duties and Responsibilities
Administrative & Operational Support
Provide administrative support to assigned portfolio team members
Coordinate and complete special projects, reports, and tasks as assigned
Maintain organized and accurate tenant and owner files, including lease documentation and updates
Assist with preparation of correspondence, reports, budgets, and property-related documentation
Tenant & Customer Service
Serve as a primary point of contact for tenant inquiries, maintenance requests, and service concerns
Dispatch work orders to building engineers or vendors and track completion
Follow up with tenants to ensure issues are resolved in a timely and satisfactory manner
Communicate effectively with tenants, vendors, and internal team members regarding request status
Property & Lease Administration Support
Assist with lease administration tasks, including document preparation, tenant onboarding, and move-in/move-out processes
Coordinate tenant onboarding, including welcome packages and account setup information
Support rent collection efforts, including tenant communication and follow-up
Order credit checks and assist with tenant verification processes
Financial & Systems Support
Utilize property management systems (e.g., MRI) to enter, maintain, and retrieve property and tenant data
Generate reports, letters, and follow-up documentation for property management teams
Assist with tracking invoices, reports, and other financial documentation as directed
Code invoices accurately and in a timely manner
Team & Department Support
Attend and participate in portfolio and department meetings
Provide backup support for reception and other administrative staff as needed
Collaborate with team members to ensure consistent service delivery across the portfolio
Perform other duties, responsibilities, and special projects as assigned by the Director of Commercial Property Management.
Qualifications & Skills
Associate's degree or equivalent work experience in an administrative or related field preferred
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office technology
Ability to learn and effectively use property management software and systems (e.g., MRI)
Strong organizational and time management skills with the ability to manage multiple tasks and priorities
Strong written and verbal communication skills
Detail-oriented with strong follow-through and accuracy
Customer service mindset; professional, responsive, and helpful in all interactions
Ability to identify problems and collaborate with team members to resolve issues
Professional Attributes
Professional appearance and demeanor
Strong organizational and multitasking abilities
Ability to prioritize workload and adapt to changing demands
Detail-oriented with consistent follow-through and accountability
Demonstrates a proactive and team-oriented mindset
Willingness to learn and develop knowledge of property management processes and systems
Receptive to feedback and committed to growth through training, mentorship, and team collaboration
Demonstrates accountability for assigned tasks, deadlines, accuracy of work, and timely follow-through on tenant and team requests
Mental & Physical Requirements
Ability to manage multiple tasks and priorities in a fast-paced environment
Ability to maintain attention to detail while performing administrative and support functions
Ability to think critically, identify issues, and take appropriate action within defined procedures and guidelines
Prolonged periods of sitting, typing, and computer use
Occasional walking, bending, and lifting up to 25 pounds
Ability to communicate effectively via phone, email, and in person
Benefits
Insurance
- medical insurance, vision insurance, dental insurance, life and AD&D insurance, and long-term disability insurance. Company provided dollars to use towards medical, dental and vision.
Retirement Plans
- eligible after 1000 hours of service. Vested immediately. Company matches up to a set amount each year.
Vacation
- lump sum to begin the following month of hire to equal 10 hours per month. (3 weeks)
Paid Holidays
- 9 paid holidays per year.
Sick Pay
- 0.038462 hours of sick per hour worked (on average 10 days per year). Up to 80 hours carryover each year.
Additional Compensation Information
Discretionary bonuses
The Administrative Assistant provides operational and administrative support to Property Associates, Property Managers, Senior Property Managers, and Portfolio Managers in accordance with Kiemle Hagood policies, procedures, and standards. This role supports day-to-day property management activities, tenant and owner communications, and financial and operational processes to ensure efficient and consistent service delivery across the portfolio.
Administrative Assistants play a key role in supporting property operations by coordinating communication, maintaining accurate records, and assisting with reporting, leasing documentation, and tenant interactions. They serve as a point of contact for tenant requests and internal coordination, ensuring timely follow-through and a high level of customer service.
This role operates within the portfolio team and works closely with property management staff to support overall portfolio performance while developing a foundational understanding of property management processes and systems.
Essential Duties and Responsibilities
Administrative & Operational Support
Provide administrative support to assigned portfolio team members
Coordinate and complete special projects, reports, and tasks as assigned
Maintain organized and accurate tenant and owner files, including lease documentation and updates
Assist with preparation of correspondence, reports, budgets, and property-related documentation
Tenant & Customer Service
Serve as a primary point of contact for tenant inquiries, maintenance requests, and service concerns
Dispatch work orders to building engineers or vendors and track completion
Follow up with tenants to ensure issues are resolved in a timely and satisfactory manner
Communicate effectively with tenants, vendors, and internal team members regarding request status
Property & Lease Administration Support
Assist with lease administration tasks, including document preparation, tenant onboarding, and move-in/move-out processes
Coordinate tenant onboarding, including welcome packages and account setup information
Support rent collection efforts, including tenant communication and follow-up
Order credit checks and assist with tenant verification processes
Financial & Systems Support
Utilize property management systems (e.g., MRI) to enter, maintain, and retrieve property and tenant data
Generate reports, letters, and follow-up documentation for property management teams
Assist with tracking invoices, reports, and other financial documentation as directed
Code invoices accurately and in a timely manner
Team & Department Support
Attend and participate in portfolio and department meetings
Provide backup support for reception and other administrative staff as needed
Collaborate with team members to ensure consistent service delivery across the portfolio
Perform other duties, responsibilities, and special projects as assigned by the Director of Commercial Property Management.
Qualifications & Skills
Associate's degree or equivalent work experience in an administrative or related field preferred
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office technology
Ability to learn and effectively use property management software and systems (e.g., MRI)
Strong organizational and time management skills with the ability to manage multiple tasks and priorities
Strong written and verbal communication skills
Detail-oriented with strong follow-through and accuracy
Customer service mindset; professional, responsive, and helpful in all interactions
Ability to identify problems and collaborate with team members to resolve issues
Professional Attributes
Professional appearance and demeanor
Strong organizational and multitasking abilities
Ability to prioritize workload and adapt to changing demands
Detail-oriented with consistent follow-through and accountability
Demonstrates a proactive and team-oriented mindset
Willingness to learn and develop knowledge of property management processes and systems
Receptive to feedback and committed to growth through training, mentorship, and team collaboration
Demonstrates accountability for assigned tasks, deadlines, accuracy of work, and timely follow-through on tenant and team requests
Mental & Physical Requirements
Ability to manage multiple tasks and priorities in a fast-paced environment
Ability to maintain attention to detail while performing administrative and support functions
Ability to think critically, identify issues, and take appropriate action within defined procedures and guidelines
Prolonged periods of sitting, typing, and computer use
Occasional walking, bending, and lifting up to 25 pounds
Ability to communicate effectively via phone, email, and in person
Benefits
Insurance
- medical insurance, vision insurance, dental insurance, life and AD&D insurance, and long-term disability insurance. Company provided dollars to use towards medical, dental and vision.
Retirement Plans
- eligible after 1000 hours of service. Vested immediately. Company matches up to a set amount each year.
Vacation
- lump sum to begin the following month of hire to equal 10 hours per month. (3 weeks)
Paid Holidays
- 9 paid holidays per year.
Sick Pay
- 0.038462 hours of sick per hour worked (on average 10 days per year). Up to 80 hours carryover each year.
Additional Compensation Information
Discretionary bonuses