Property Associate (PM)

Job Title: Property Associate

Job Description

As a Property Associate, you will play a crucial role in ensuring organizational excellence by providing administrative and accounting support to the property team responsible for one or multiple buildings. This position is primarily on-site, and you will be a vital link in maintaining positive relations with tenants and clients, always delivering superior customer service.

Responsibilities

• Participate in processing accounts payable (A/P) by reviewing and coding invoices for payment.
• Assist with accounts receivable (A/R) tasks such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
• Track administrative expenses to ensure they stay within budget and identify cost reduction opportunities.
• Coordinate document management related to lease execution, distribution, and filing.
• Track lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
• Monitor email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
• Maintain general office organization.
• Sort, organize, and distribute incoming mail, as well as prepare and send outgoing mail and packages.
• Prepare and distribute general correspondence and memos.
• Organize, compile, and prepare reports for distribution.
• Create and maintain accurate and organized physical and virtual filing systems.
• Update employee, client, and customer contact databases.
• Coordinate conference room reservations.
• Organize department lunches, meetings, events, and business travel.
• Receive building access requests and coordinate access for visitors and vendors.
• Ensure tenant and contractor certificates of insurance are accurate and meet defined standards.
• Track expiration dates for tenant and contractor certificates of insurance and provide advance notice of upcoming expirations.
• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
• Participate in the new tenant welcome and orientation program and assist with move-in/move-out procedures.
• Track and coordinate access card activation and deactivation as needed.
• Assist the property team in developing and implementing property and employee manuals.
• Maintain regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
• Document incidents of potential property and equipment liability and forward information to risk management personnel.
• Gather W-9 forms from vendors and assist in new vendor setups as needed.
• Assist team members with property budget preparation and recurring reporting.
• Support engineers with recording and billing monthly utility meter readings as appropriate.
• Assist with vendor contract creation, execution, and tracking as requested.
• Provide general and ad hoc administrative support to the property as needed.
• Perform any other duties and tasks assigned.

Essential Skills

• Minimum of 1 year of experience in commercial real estate, property team, or office management.
• Proficient knowledge of Microsoft Office Suite.
• Advanced oral and written communication skills.
• Strong attention to detail and organizational skills.
• Self-starter with the ability to manage multiple projects under pressure.
• Ability to work autonomously or as part of a team.
• Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.

Additional Skills & Qualifications

• High school diploma required; Bachelor's degree (BA/BS) preferred.
• Experience with property management and property maintenance.
• Familiarity with Yardi systems and Yardi Voyager commercial.
• Experience in commercial real estate.
• Experience with invoicing and lease administration is beneficial.
• Strong customer service skills and comfort with interacting with tenants over phone, email, and in person.

Work Environment

This role is based on-site and operates Monday through Friday from 8:30 am to 5:00 pm, with no weekend or on-call duties. The position offers onsite parking. The work environment is supportive, caring, and diverse, designed for your growth and well-being. You will have the opportunity to join an industry leader and shape the future of commercial real estate, with a deep investment in cutting-edge technology to power your work. A comprehensive and competitive benefits plan is provided, along with a platform to make a meaningful impact on the community and the environment through our sustainability initiatives.

Job Type & Location

This is a Contract position based out of Cambridge, MA.

Pay And Benefits

The pay range for this position is $30.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Cambridge,MA. Application Deadline This position is anticipated to close on Mar 20, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.