Operations Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Tenant Compliance & Lease Administration

* Conduct COI (Certificate of Insurance) audits to verify tenant compliance with lease insurance requirements
* Track and monitor critical lease delivery dates and compliance deadlines
* Review and interpret commercial lease agreements to identify tenant obligations (sales reporting, HVAC inspections, insurance, etc.)
* Maintain and update compliance tracking records across the property portfolio
* Flag and escalate non-compliant tenants to the appropriate team members

Reporting & Documentation

* Compile and distribute regular recurring compliance and performance reports
* Prepare presentation materials and summaries as directed by management and team leaders
* Maintain consistency with company-standard form documents used across the organization
* Process and accurately record received data in a timely manner

Communication & Coordination

* Serve as a responsive point of contact via Slack and Front (email platform) for internal business units including Leasing, Asset Management, Property Management, Legal, and Tenants
* Manage personal and administrative inboxes daily, ensuring timely responses and follow-through
* Communicate clearly and professionally in written and verbal English

Database & Systems Management

* Enter, update, and maintain data in property management and compliance tracking systems
* Utilize MS Office Suite, Google Suite, and other designated software platforms proficiently
* Leverage AI tools to increase work efficiency and output quality

General Operations Support

* Assist team members with tasks during high-volume periods or as needed
* Take on additional projects and assignments as directed by the Operations Team Lead
* Resolve routine operational issues independently and escalate complex matters appropriately

Requirements

QUALIFICATIONS:

Required

* 2+ years of experience in property management, commercial real estate, or leasing administration
* Working knowledge of tenant compliance requirements and commercial lease interpretation
* Familiarity with ACORD forms (e.g., ACORD 25, 27, 28) and the ability to read and interpret Certificates of Insurance and Evidence of Property Insurance
* Strong analytical and critical-thinking skills, with the ability to spot discrepancies between documents (e.g., coverage limits, dates, policy types)
* Discretion and sound judgment when handling confidential tenant, financial, and insurance information
* Strong English communication skills both written and verbal
* Proficiency in MS Office Suite (Word, Excel, Outlook) and Google Suite (Docs, Sheets, Drive)
* Experience with data entry, record keeping, and database management
* Demonstrated ability to manage multiple tasks and meet deadlines consistently
* High attention to detail and commitment to accuracy

Preferred

* Direct experience with COI audits or insurance compliance tracking
* Familiarity with commercial lease documents and lease administration systems
* Working knowledge of insurance terminology and concepts general liability, umbrella/excess, workers' compensation, additional insured, waiver of subrogation, and primary & non-contributory endorsements
* Insurance or risk-management coursework, certification, or licensing background
* Experience using project/task management tools (e.g., Smartsheet, Asana, or similar)
* Experience with AI productivity tools (e.g., ChatGPT, Claude, or equivalent)
* Background in offshore or remote administrative support roles
* Exposure to retail or shopping center property management

WORKING REQUIREMENTS:

* Fully remote
* Fluent in English
* Will work 8:00 AM to 5:00 PM US Eastern Time (EST)