McCaffery Interests, Inc. is a privately owned, full-service commercial real estate company that has been in the business of investing, developing, leasing, and managing real estate for 25 years. The McCaffery Interests portfolio of planned, completed, and managed projects exceeds 20 million square feet and includes office, mixed-use, hotel, and residential properties, as well as large, master-planned communities and land developments. With offices in Chicago, Greater Washington, DC, Pittsburgh, and Denver, and controlled assets and completed developments valued in excess of $2 billion, McCaffery Interests is one of the most trusted real estate companies in the nation.

McCaffery is currently seeking an Administrative Assistant to assist and support the Commercial Property Manager in all administrative aspects of management, leasing, and marketing relating to the commercial and retail properties owned and/or managed in the Pittsburgh Area. This role coordinates with other internal teams such as Accounting, Marketing/PR, and Leasing, as well as Property Tenants, Vendors, Contractors, and Clients to ensure consistency, diligence, and professionalism.

Essential Duties and Responsibilities

• Support the Commercial Property Manager in the daily functions of commercial property management.
• Prepare and submit accurate financial reports to clients, ensuring our commitment to transparency and accountability.
• Manage the coding and processing of property invoices according to the approved operating budget through Yardi.
• Deliver exceptional customer service to clients, tenants, contractors, and vendors, fostering positive relationships and enhancing our reputation.
• Facilitate procurement process by obtaining competitive bids for services at properties (i.e. landscaping, snow, sweeping) and responsible for maintaining contract log for all open contracts.
• Proactively monitor tenant accounts, addressing delinquencies promptly and preparing necessary notices as directed by the Property Manager.
• Oversee collection of retail sales reports from tenants, where required.
• Assist in the preparation of annual operating budgets and reconciliations.
• Maintain records of property maintenance requests and manage work orders.
• Maintain all tenant, vendor, and owner files (both electronic and paper), including Certificates of Insurance, emergency contact information, agreement, and payment history.
• Support the office staff in all aspects of office administrative and management needs, including answering phones, opening mail, ordering supplies, scheduling meetings and conference calls, and other administrative duties as assigned.
• Assist with special projects including marketing setup, support, and other duties as assigned.
• Overall office management, including maintaining incoming and outgoing packages, office equipment, and service contracts.
• Assist in other departments as needed.

Qualifications and Experience

• 1-2 years’ experience in a property management and/or administrative assistant capacity
• A bachelor’s degree or commensurate experience required
• Proficient with Microsoft Office products (especially Excel and Word)
• Proficiency with Yardi is preferred
• Ability and willingness to learn new property management software programs
• Brings to the position outstanding organizational skills and the ability to handle multiple projects simultaneously while meeting deadlines
• Ability to jump from being creative to analytical
• Excellent verbal and written communication skills
• Ability to work individually on a project or in a team environment
• Eager to meet and exceed objectives and take on more responsibility
• Ability to anticipate team’s needs and be proactive in addressing them
• Ability to communicate results to management and in a fast-paced environment

Benefits: Company offers medical, dental, vision, disability, 401k, and generous time off benefits. Eligibility for insurance begins on the first of the month following the date of hire.

McCaffery Interests, Inc. is committed to developing and maintaining a diverse workforce. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensure that employment decisions are based only on valid job requirements. Please contact HR at 312-784-2792 should you require an accommodation during the application process.

Equal Opportunity Employer/Women/Minorities/Persons with Disabilities/US V