Position Summary

The Property Management Assistant serves as a key technical and administrative resource supporting property management operations across a diverse commercial real estate portfolio. The core purpose of the position is the coordination of property maintenance and related administrative activities in support of the efficient and timely delivery of services to tenant customers.

The position serves as a critical communications “hub” between tenants, property managers, field technicians, and outside vendors as well as serving as a liaison to the Accounting and Construction Departments. The role emphasizes systems management, data accuracy, vendor oversight, and operational coordination, rather than direct hands-on maintenance.

Who We Are

Iskalo Development is one of the region’s premier developers of high-quality buildings of timeless design. We are driven to deliver quality, not quantity. In doing so, we sweat the details that others don’t. We do this because it is important to us that our projects make a positive impact to their neighborhood and that they stand the test of time. And we believe that someone choosing to spend time in one of our buildings, whether it be for work in one of our commercial buildings, an overnight stay in one of our hotels, or for dinner at one of our restaurants, deserves to be treated to excellence in their surroundings.

Qualifications

Education & Experience

• Associate’s degree in business, facilities management, construction management, engineering, or a related field preferred.
• Three to five years of experience in commercial property management, facilities operations, hospitality facilities, or a related environment.
• Experience coordinating vendors, contracts, work orders, and operational systems in a multi-property or complex facility environment.

Technical Skills & Knowledge

• Working knowledge of property or facilities management systems (e.g., Corrigo, or similar platform).
• Strong proficiency in Microsoft Office, with advanced Excel skills preferred.
• Familiarity with accounting systems and purchasing processes.
• Broad understanding of building systems, preventative maintenance concepts, and regulatory compliance (fire/life safety, inspections, codes).
• Ability to read and interpret basic construction or facilities documentation.

Core Competencies

• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and deadlines.
• Solution-oriented, proactive, and able to work independently or collaboratively.
• Professional judgment when handling sensitive operational, financial, or compliance matters.

Responsibilities

Property & Facilities Operations Coordination

• Administer and maintain all property and facilities work order activity, including entry, tracking, reporting, and closeout within the work order management system (e.g., Corrigo).
• Assist property managers in the coordination of routine maintenance, preventative maintenance programs, capital repairs, renovations, tenant improvements, and space reconfigurations by liaising with internal teams and external vendors.
• Support oversight of building systems including HVAC, electrical, plumbing, fire/life safety, access control, lighting, and Building Management Systems (BMS), escalating issues as appropriate.
• Assist with emergency response coordination during business and non-business hours, ensuring proper documentation and follow-up.

Systems, Data & Technical Administration

• Draft, issue, and track Purchase Orders; reconcile and resolve discrepancies within accounting systems (e.g., Sage or similar).
• Maintain accurate electronic property files, including contracts, certificates of insurance, permits, inspections, drawings, photos, and compliance documentation.
• Track property assignments, parking allocations, access credentials, and building access systems (card/key management).
• Prepare operational reports, logs, and internal tracking documents to support management decision-making.
• Support internal departments by updating tenants, vendors, and property data across systems as changes occur.

Vendor, Contract & Compliance Management

• Coordinate procurement activities including property management related bid solicitations, vendor selection support, contract administration, and PO issuance in accordance with established policies.
• Collect, track, and validate vendor Certificates of Insurance; notify management of gaps, variances, or compliance concerns.
• Assist with insurance claims administration in coordination with carriers and Company management.
• Support compliance with fire, life safety, building, and other regulatory inspection requirements.

Financial & Administrative Support

• Support property budgeting and expense tracking through accurate coding, documentation, and coordination of same with Accounting.
• Assist with review and submission of staff timecards to ensure proper task coding.
• Coordinate billing-related activities tied to services, parking, and special assignments.

Customer Service & Stakeholder Support

• Ensure timely, professional responses to tenant and internal customer requests.
• Promote a customer-focused approach while balancing operational, financial, and compliance requirements.
• Maintain positive working relationships with tenants, vendors, internal departments, and external partners.

Additional Responsibilities

• Maintain vehicle fleet registrations and coordinate repair scheduling.
• Provide limited coverage support for receptionist or front-desk functions as needed.
• Perform additional duties as assigned in support of the overall property and facilities portfolio.

Physical & Work Requirements

• Valid driver’s license and ability to travel to property locations as required.
• Majority of work performed in an office environment, with periodic on-site property visits.
• Occasional exposure to outdoor weather conditions.
• Ability to lift up to 50 pounds occasionally and perform standard physical movements associated with property visits.

Salary

Job Type: Full-time
Pay: $25.00 – $28.00 per hour 

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance
•  

Work Location: In person – Williamsville, NY 14221

How to Apply

Click HERE to Download Application.
Please email the application, your resume and cover letter to: hr@iskalo.com