Property Assistant

SUMMARY: The Property Assistant supports Property Management and Marketing functions for both office and retail tenants, including tenant relations, management office administration, and operational support to meet organizational objectives. This role is responsible for daily marketing and sponsorship activities to ensure smooth coordination of the center's operations, assists the marketing and sponsorship team with project execution, and leads efforts related to merchant support. While this is an entry\-level position, it offers strong potential for growth and expanded responsibilities based on performance.

REPORTS TO: General Manager – Utica Square

KEY RESPONSIBLITIES:Tenant, Vendor \& Property Support:

• Support the onsite property management team by providing excellent customer service and serving as a primary point of contact for tenants, vendors, and clients.
• Build and maintain positive relationships with new, existing, and prospective tenants by responding promptly to inquiries, requests, and issues.
• Assist with tenant maintenance needs by coordinating, tracking, and supporting work orders and follow\-ups.
• Manage tenant documentation, including electronic tenant and vendor files, notices, correspondence, and Certificates of Insurance (COI) for both tenants and vendors.
• Collect and track required tenant reporting, including monthly sales reports.

Administrative \& Financial Coordination:

• Maintain organized electronic filing systems and property records in accordance with company standards.
• Upload, code, and process invoices and expenses following established procedures and budgets.
• Prepare and submit Concur expense reports for the property and company credit accounts.
• Prepare routine correspondence, reports, emails, and documentation for tenants, vendors, and internal stakeholders.
• Create and maintain spreadsheets, databases, CMS platforms, and tracking tools related to property operations, reporting, and inventory.
• Assist with budget preparation by researching costs, obtaining bids, and gathering pricing for supplies and services.

Marketing, Sponsorship \& Digital Support:

• Support the Marketing Director and Sponsorship Director with the planning, coordination, and execution of marketing initiatives, sponsorships, events, and programs.
• Assist with organizing and executing on\-site events, promotions, installations, and paid media campaigns.
• Monitor and respond to activity across digital platforms, including Meta, Google, Yelp, Instagram, TikTok, and X.
• Collect and manage user\-generated content and maintain the property's marketing photo library.
• Assist with photoshoots and the creation, installation, and distribution of marketing materials, signage, and digital assets.
• Update and maintain the center website with tenant information, events, and promotions.
• Collect and report on monthly traffic, email performance, and website analytics.

Operations \& Office Management:

• Maintain records related to sustainability initiatives, including Measurabl, Energy Star, WELL, and LEED.
• Order and manage office, kitchen, and miscellaneous supplies for multiple departments.
• Maintain a professional and organized management office, including conference rooms, shared spaces, and supply areas.
• Assist with collecting demographic, psychographic, and consumer data as needed.
• Prepare meeting agendas and presentation materials, including compiling and formatting documents.
• Support special projects and additional duties as assigned.

QUALIFICATIONS:

Minimum Qualifications

• High school diploma or equivalent.
• Strong communication, organizational, and problem‑solving skills.
• Ability to manage multiple tasks with attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn new systems.
• Basic knowledge of social media and digital communication tools.
• Professional demeanor and customer‑service mindset.
• Ability to work Monday–Friday (8:00 a.m. – 5:00 p.m.) with flexibility during major events.

Preferred Qualifications

• Bachelor's degree.
• Commercial real estate experience, preferably retail or mixed‑use.
• 2–3 years of experience in marketing, event coordination, project support, or a related role.
• Experience supporting digital marketing, social media, events, or public relations efforts.
• Familiarity with Google Analytics, SEO basics, and performance reporting.
• Experience with Adobe Photoshop and PowerPoint.
• Creative and analytical skill set with strong organizational abilities.