Administrative Assistant

Colorado Commercial Real Estate Services, LLC (COCRES) is a full-service commercial property management and brokerage firm with offices in Denver and Colorado Springs. We manage retail, office, and industrial properties throughout Colorado and are looking to add a dependable, organized team member to support our administrative and property management operations.

The Administrative Assistant provides comprehensive administrative and property management support across accounts payable, vendor coordination, tenant services, office operations, and records management. This position plays a key role in maintaining organized systems, ensuring timely processing, and supporting clear communication among team members, tenants, and vendors. Duties include, but are not limited to, the following:

A. Answer and direct incoming telephone calls in a professional manner.

B. Coordinate vendor account updates, including requesting changes to vendor “Bill To” information as needed.

C. Add and maintain vendor information in Yardi Breeze and other company systems as necessary, including:

a. Requesting and maintaining current W-9 forms;
b. Requesting and tracking Certificates of Insurance (COIs).

D. Assist with work order administration as requested by Property Managers, including:

a. Following up with vendors regarding open work orders;
b. Assisting with prioritization and scheduling of maintenance requests;
c. Monitoring work order completion status.

E. Contact and coordinate vendors for repairs, maintenance, and service requests as directed by Property Managers.

F. Prepare and distribute tenant notices, memorandums, and correspondence as requested.

G. Perform property and administrative errands as requested, including but not limited to:

H. a. Opening and accessing buildings for vendors, tenants, and inspectors;
b. Meeting vendors and contractors at properties;
c. Meeting tenants at properties as needed;
d. Performing routine property inspections;
e. Meeting with property inspectors, lender inspectors, and other third parties for inspections;
f. Conducting janitorial and common area walks to ensure tenant satisfaction and property cleanliness;
g. Performing tenant move-in and move-out inspections and preparing reports regarding the condition of the premises.

I. Maintain and update vendor rosters for assigned properties.

J. Provide vendors with property access information and key box codes as authorized.

K. Maintain and update tenant rosters and property records not maintained in Yardi Breeze.

L. Request, track, and collect current Certificates of Insurance (COIs) from tenants.

M. Provide coverage and support for Property Managers and Administrative Assistants during absences or high-volume periods.

N. Scan, organize, and maintain electronic and physical files in accordance with company procedures.

O. Obtain maintenance staff timesheets, code timesheets for review, and submit to Property Managers and/or Office Manager for approval.

P. Prepare vendor service agreements and related documents for Property Manager review and execution.

Q. Obtain and organize vendor bids for repairs, maintenance, capital projects, and other property services as requested.

R. Assist with delinquent rent follow-up and tenant communications as directed by Property Managers.

S. Prepare templates and supporting documentation for annual property budgets.

T. Prepare templates and supporting documentation for annual Common Area Maintenance (CAM) reconciliations.

U. Prepare first drafts of monthly financial statement narratives for Property Manager review.

V. Assist Property Managers with lease administration, including locating and reviewing lease provisions, clauses, and related documentation.

W. Create and maintain operational manuals, training materials, procedures, and administrative guides as needed.

X. Perform other duties and responsibilities as assigned to support Property Managers, ownership, company operations, tenants, and properties.

Y. This position may require travel between properties and offices, occasional use of a personal vehicle, and flexibility in responding to operational and property management needs.

Qualifications

• Prior experience in administrative or property management support preferred.
• Proficiency with Yardi Breeze, AppFolio, or similar accounting/property management systems.
• Strong organizational, communication, and multitasking abilities.
• Professional and courteous interaction with tenants, vendors, owners, and internal staff.
• Valid driver’s license and ability to travel locally for errands or property support.

Success Metrics

• Proficiency with Yardi Breeze, AppFolio, or similar accounting/property management systems.

• Strong organizational, communication, and multitasking abilities.

• Professional and courteous interaction with tenants, vendors, owners, and internal staff.

• Valid driver’s license and ability to travel locally for errands or property support.

• Answer incoming calls during assigned coverage hours and route messages the same business day.

• Enter assigned work orders promptly and follow up on open items at least weekly.

• Flag urgent or stalled work orders to the Property Manager as soon as identified.

• Keep assigned vendor contact information, W-9s, and Certificates of Insurance current.

• Complete assigned data entry and document updates accurately, correcting identified errors promptly.

• Meet agreed deadlines and provide advance notice when a deadline is at risk.

Colorado Commercial Real Estate Services, LLC is an Equal Opportunity Employer. This position description is intended to describe the general nature of the work performed and is not an exhaustive list of responsibilities, duties, or skills required.

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person