Asset Management Coordinator

The Opportunity

Asset Management Support| Workflow Coordination | Document Management | Reporting & Follow Up

The Asset Management Coordinator plays an important role in keeping Asset Management workflows organized, accurate, and moving forward. This position Provides administrative and operational support across Asset Management, with a particular focus on coordinating tenant related matters, documentation, deadlines, reporting, and follow up.

This is a role for someone who naturally creates structure, notices the details, and takes ownership of keeping things on track. The ideal candidate is comfortable managing multiple priorities, working independently, following up when something needs attention, and maintaining accurate information across systems and documentation.

Role Overview

• Function: Coordinate administrative and operational workflows supporting Asset Management, lease administration and related legal matters.
• Key Systems: Microsoft Outlook, Excel, Word, Teams, SharePoint, Yardi, and applicable company tracking and workflow systems.
• Work Style: Highly organized, self-directed, detail-oriented, proactive, and deadline-driven, with a strong sense of ownership and a consistent approach to managing multiple priorities.

Essential Duties and Responsibilities

Legal & Lease Administration Support

• Assist with monitoring tenant litigation, legal escalations, defaults, bankruptcies, and lease enforcement matters.
• Maintain and update litigation, default, and legal tracking systems with notes, comments, status updates, and supporting information.
• Monitor cure periods, notice deadlines, settlement milestones, and other critical dates to ensure timely follow-up.
• Notify appropriate team members when cure periods expire or when legal action may be required.
• Coordinate with Asset Management, Property Management, Legal Counsel, and other departments to obtain information and supporting documentation.
• Assist with preparing legal packages and assembling support for attorney review, ownership approval, and internal decision-making

Document Management

• Save, organize, and maintain correspondence, notices, agreements, , lease documents, amendments, rent ledgers, payment histories, and related records.
• Maintain electronic filing systems and ensure documents are stored in accordance with company standards.
• Retrieve historical documents and supporting records as needed.
• Ensure tenant files remain complete, organized, and up to date.

Email and Administrative Support

• Monitor designated email inboxes and identify items requiring follow-up, action, routing, or escalation.
• Route correspondence to appropriate team members and maintain follow-up logs.
• Track outstanding requests and help ensure timely responses from internal and external parties.
• Prepare reports, summaries, spreadsheets, and status updates for management.
• Schedule meetings and assist with general administrative support functions as needed.

Reporting and Data Management

• Maintain department trackers, status reports, deadline logs, and action-item trackers.
• Use Excel to organize data, monitor deadlines, update statuses, and prepare management reports.
• Track open matters and follow-up activities through resolution.
• Update and maintain data points in Yardi system
• Monitor workflows and initiate reminders to designated teams
• Assist with special projects, process improvement efforts, and standardization initiatives as assigned.

Qualifications

Required

• Associate's degree or equivalent work experience.
• Minimum 2 to 3 years of administrative support experience.
• Strong proficiency in Microsoft Excel and Microsoft Office Suite, including Outlook, Word, Teams, and SharePoint.
• Strong organizational, document management, and follow-up skills.
• Excellent written and verbal communication abilities.
• Ability to prioritize and manage multiple deadlines simultaneously.
• High attention to detail and accuracy.
• Ability to handle sensitive legal and business information with discretion.

Preferred

• Experience in commercial real estate, legal administration, lease administration, asset management support, or property management.
• Familiarity with tenant litigation, legal notices, defaults, cure periods, and lease-related documentation.
• Experience working with attorneys, internal legal departments, or outside counsel.

What We Offer:

• Annual Discretionary Bonus
• 100% Company-Paid Medical and Dental Coverage
• Vision Insurance
• Short-Term & Long-Term Disability
• Hybrid Work Opportunity After 6 Months
• Phone Reimbursement Plan
• 401(k) Retirement Plan
• Paid Time Off & Holidays
• Supportive, Collaborative Work Culture

Disclaimer: This job description is not all inclusive. Other duties and responsibilities may be required

EEO Statement: Spinoso Real Estate Group is an equal opportunity employer and is committed to providing a work environment that is free from discrimination and harassment. We value diversity and inclusion and believe that a diverse workforce enhances our ability to provide innovative solutions to our customers. We comply with the Americans with Disabilities Act (ADA) and will provide reasonable accommodations for qualified individuals with disabilities throughout the recruitment process. If you require accommodations for any part of the application and hiring process, please notify the Human Resources Department at [email protected]. Reasonable accommodations will be determined on a case-by-case basis. It is the responsibility of the applicant to inform Spinoso Real Estate Group of any necessary accommodations needed during the recruitment process. Spinoso Real Estate Group will work with the applicant to assess the specific requirements and provide reasonable accommodations accordingly. Spinoso Real Estate Group is committed to ensuring that our workplace is accessible to individuals with disabilities. If you need assistance or an accommodation to perform the essential functions of the job, please let us know.