Administrative Assistant

The Administrative Assistant supports the financial, operational, and administrative functions of a diverse commercial real estate portfolio and serves as an entry-level position within Asset Management. This role is designed for a motivated professional seeking to develop the skills and experience necessary to advance.

The position offers exposure to asset management strategy, financial reporting, property operations, tenant relations, and cross-departmental collaboration. The successful candidate will demonstrate strong organizational and analytical capabilities, professionalism, effective communication skills, and the ability to manage detailed, time-sensitive tasks with accuracy and discretion.

Core Administrative & Operational Support

• Provide administrative support on confidential and time-sensitive matters.
• Schedule appointments, furnish information and/or direct outsiders to proper personnel.
• Maintain a calendar for asset management milestones, including reporting cycles.
• Assemble information and prepare correspondence and reports for internal and external submittal.

Asset Management Exposure & Development

• Coordinate periodic property site visits, including tracking action items.
• Assist in organizing asset-level documentation, reports, and presentation materials.
• Support workflow tracking tools, dashboards, and project management systems used by the asset management team.
• Document and maintain standard operating procedures (SOPs) for recurring asset management processes.
• Participate in testing and implementation of new systems, tools, and process improvements.

Financial and Accounting Support

• Assist with invoice routing, coding and tracking for approval.
• Track receipt of rental payments.
• Support budget and forecast preparation by compiling back up data.
• Maintain tracking logs for operating expenses, capital projects or tenant improvements.

Tenant & Vendor Coordination

• Track tenant correspondence and follow up on open issues to support timely resolution.
• Assist with lease administration, including import of new leases and other documents into the company’s accounting system.  Prepare third party billings and reimbursement request.
• Track lease abstracts, critical dates and option notices.
• Prepare and process legal documents for execution including scanning or documents for records retention.
• Support tenant outreach related to inspections, events, and operational communications.
• Assist with vendor onboarding, including collection and organization of insurance certificates, W-9s, and compliance documentation.
• Maintain vendor contact lists and service contracts.
• Maintain insurance compliance logs for tenants and vendors.

Process Improvement & Systems Support

• Perform periodic audits of digital filing systems to ensure accuracy, consistency, and compliance.
• Assist with basic process automation, templates, and data-entry efficiencies.
• Support system upgrades and departmental rollouts through testing and documentation.

General Responsibilities

• Perform related duties and special projects as assigned.
• Comply with all company policies, procedures, and confidentiality requirements.

Education/Training

Minimum:

• Bachelor’s degree or equivalent amount related work experience.

Preferred:

• Bachelor’s degree in business, finance, real estate, or a related field.

Experience

Minimum:

• 2 years of administrative or analytical experience.

Preferred:

• 3+ years of relevant experience in real estate administration.

Skills/Knowledge

Minimum:

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong organizational skills with the ability to manage multiple tasks, track deadlines, and maintain attention to detail.
• Effective written and verbal communication skills to interact with tenants, vendors, contractors, and internal departments.

Preferred:  

• Strong analytical and problem-solving abilities with demonstrated experience preparing budgets and quarterly reporting.
• Experience coordinating with outside vendors, tenants, or legal counsel.
• Advanced Excel skills (pivot tables, lookups, financial reports).

• Normal working conditions, indoors, air-conditioned. 
• Usual hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.  Hours may be flexed and duties may require extended hours.

• This position requires frequent sitting, standing, walking and bending.
• Occasional stress during deadline periods.

Employment is “at will” and can be terminated at any time, either by the employee or James Campbell Company, with or without cause or reason and with or without notice.

Qualified applicants should email your resume and salary requirements to JCC-careers@jamescampbell.com 

James Campbell Company is an EEO/AAP employer and as such all qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability