Commercial Property Administrator
1 day ago
Honolulu
Job Description MMI Realty Services, Inc. – Honolulu, HI About the Company MMI Realty Services, Inc. has been a trusted leader in commercial real estate since 1984, successfully leasing and managing premier retail, office, and industrial properties across Hawaii, California, and Oregon. Guided by the philosophy of managing every property as if it were our own, MMI is committed to delivering high‐quality, personalized service and maximizing the value of every asset we oversee. We are seeking an experienced Commercial Property Administrative Assistant to support our Property Management team in the daily operations of a diverse portfolio of commercial properties in Honolulu. This role provides essential administrative, operational, and tenant‐facing support to ensure smooth, efficient, and professional property operations. Job Summary The Commercial Property Administrative Assistant provides comprehensive administrative, operational, and customer service support to the Property Management division. This role ensures accuracy in financial processes, maintains audit‐ready documentation, coordinates tenant and vendor communications, and supports the overall asset strategy through efficient workflow management. The position interacts daily with tenants, vendors, contractors, internal teams, and the general public. Essential Responsibilities Financial & Accounting Support • Process invoices into payables software; ensure correct property coding and workflow routing., • Obtain corrected invoices or missing documentation from vendors as needed., • Reconcile company credit cards and employee expense reports., • Receive, log, and track tenant work tickets through completion., • Support accounts receivable collections and documentation requests., • Maintain tenant insurance certificates and compliance records., • Prepare work order billings, special billings, and rent collection support., • Assist with month‐end reporting, data entry, and financial packet preparation., • Maintain electronic and paper filing systems for financial and lease documents. Tenant Relations & Lease Administration • Serve as a primary point of contact for tenant inquiries, service requests, and general communications., • Coordinate tenant move‐in/move‐out processes, including permits, keys, access cards, and compliance documentation., • Assist with preparation and distribution of tenant notices, memos, and correspondence., • Maintain accurate tenant contact lists, emergency contacts, and communication logs., • Support lease abstracting, tracking of critical dates, and document retrieval., • Assist with coordinating property tours, inspections, and tenant meetings. Vendor & Contract Administration • Prepare and administer RFPs, vendor contracts, and insurance certificates., • Track vendor expirations, renewals, and compliance documentation., • Maintain building records, site plans, as‐builts, and construction documentation., • Support preventative maintenance scheduling, documentation, and vendor communication., • Coordinate vendor access, scheduling, and onsite work notifications., • Assist with contractor onboarding and compliance verification. Operations, Facilities & Compliance Support • Track property incident reports, safety documentation, and risk management records., • Maintain accurate records of property inspections, utility consumption, and recycling programs., • Assist with capital project documentation, budgeting support, and progress tracking., • Support company vehicle use logs, mileage tracking, and billing records., • Maintain office supplies, equipment, and inventory for the property management office., • Assist with emergency preparedness documentation and tenant communication lists., • Coordinate building signage, directory updates, and suite labeling., • Support sustainability, energy management, and waste reduction initiatives where applicable. Communications & Administrative Support • Manage calendars, schedule meetings, and coordinate conference rooms for the property management team., • Draft, edit, and distribute correspondence, reports, and presentations., • Answer phones, greet visitors, and route inquiries professionally., • Organize electronic and physical filing systems for audit‐ready compliance., • Assist with marketing materials, property announcements, and event coordination., • Support preparation of client reporting packages and asset management updates. Knowledge, Skills & Abilities • Strong organizational and time‐management skills; ability to prioritize and multi‐task., • Advanced proficiency in Microsoft Office Suite (Excel required)., • Experience with property management platforms (MRI, Yardi, AVID, Corrigo)., • Knowledge of basic accounting principles and financial reporting., • Excellent written and verbal communication skills., • Ability to work independently and collaboratively within a diverse team., • Strong customer service orientation and professional demeanor., • Ability to maintain confidentiality and handle sensitive information. Education & Experience • High school diploma required; bachelor’s degree in business administration, accounting, or related field preferred., • Minimum 3 years of administrative or property management support experience., • Experience in commercial real estate strongly preferred. Physical Requirements • Primarily office‐based with extended periods of sitting, computer use, and document review., • Occasional travel to property sites; valid driver’s license required., • Minimal lifting (<20 lbs.), standing, and traversing commercial sites as needed.