Real Estate Management Assistant – Pompano Beach, FL

Real Estate Management Assistant – flexible hours!

If you enjoy using your incredible administrative skills in a small, family environment, read on!  We are a family owned real estate investment firm seeking an organized and detail oriented Assistant.  Our ideal candidate is a hands-on professional who is comfortable doing it all from keeping the books to fetching lunch.  You will be a “utility player” and be responsible for many aspects of our business:  bookkeeping, lease administration, property management and other general administrative duties.  Because we are small, there is no hierarchy here which allows us to make decisions quickly.  We have a great reputation and have survived the economic downturns.  Our portfolio includes multi-family, offices, warehouses and single family homes.  We have steady growth plans and are always buying and selling properties.

Currently this position will require about 25 to 30 hours a week (with flexible hours) which can easily  grow into a full time position as you take on  more responsibilities.  Want to get more involved in our construction business?  Great.  Want to showcase your administrative skills by helping our owner become more organized?  Great.  Opportunities await you – this role is what you make it!

Snapshot of key accountabilities:

  • Bookkeeping
    • Bank deposits, reconciliations, payables and receivables in Quick Books
    • File sales and payroll taxes
    • Review our insurance policies, abstract and track them (primarily property insurance)
    • Work with accountants on tax returns
    • Track and prepare information for investors
    • Prepare paperwork for loan and property closings


  • Lease administration
    • Track due dates for critical items such as deposits, rent, notices of completion, rent adjustments
    • Collect rents, insurance certifications and lien releases
    • Tenant invoicing
    • Administer and follow up on all items provided by tenants such as insurance certificates, etc.
    • Track all things that the landlord is to do for the tenants such as delivery of space dates, notices, annual budgets, etc.


  • Property Management
    • Monitor vendors to be sure they are doing what they should be doing, e.g. parking lot lights must always be working
    • Research contractor pricing and solicit bids, prepare budget for common area expenses
    • Maintain list of contractors and dispatch the appropriate vendor to fix any issues that affect our tenants, such as roof leaks, plumbing, etc.
    • Respond during and after hours to property needs including emergencies
    • Coordinate signage for tenants and property
    • Open utility accounts
    • Purchase supplies for maintenance (i.e. bathrooms, janitorial, etc)


  • General administrative
    • Answer phones
    • Process incoming and outgoing mail
    • Manage office, equipment and supplies
    • Buy lunch when requested
    • Type correspondence
    • Open files and file
    • Maintain corporate filings, tax ID #’s, etc.


Traits required for success:

  • Produces high quality, detailed work with close control of the process and results
  • A thoughtful, persevering and self-disciplined approach to work
  • Independent and self-reliant
  • Able to juggle multiple, simultaneous projects without missing a beat
  • Very conscientious and careful; wants to do it right and without risk to the company


Skills/Experience/Knowledge Required:


  • Minimum 3 years experience in the commercial real estate industry including bookkeeping, property management and leasing
  • Understanding of leases and ability to abstract important items
  • Able to create property budget and compare budget to actual expenses
  • Proficient with MS Word, Excel and Outlook
  • Proficient with Quick Books
  • Familiarity with property management software (such as Yardi) of value
  • Experience with or a desire to learn pro forma modeling and report generation
  • Degree – of value