Property Assistant at Hiffman National – Oakbrook Terrace, Illinois

About the Role

The Property Assistant (PA) delivers essential administrative and operational support to ensure the smooth daily management of two industrial flex properties with approximately 60 tenants. This role is integral to maintaining high service standards and efficient operations. The PA serves as a key communication point for tenants, coordinates with vendors, manages documentation and compliance processes, and provides critical support to the broader property management team. Through strong organization, responsiveness, and attention to detail, the PA helps deliver exceptional client service and contributes to the overall success of the portfolio.

Key Responsibilities

• Provide administrative support to property management teams, including scheduling, correspondence, and document control.
• Assist with processing accounts payable and receivable, including invoice coding and tenant billing.
• Maintain electronic and physical filing systems for property and vendor records.
• Support tenant communication, work orders, move-ins, and move-outs.
• Track and maintain certificates of insurance for tenants and vendors.
• Coordinate maintenance requests and communicate with service providers to ensure timely resolution.
• Assist with tenant events, customer service initiatives, and building communications.
• Prepare reports, manuals, and presentation materials for property teams and ownership groups.
• Maintain an understanding of each property’s operations, vendors, and service expectations.
• Contribute to a positive team culture that reflects Hiffman National’s values of accountability, innovation, integrity, and collaboration.

Core Competencies

• Property Operations & Financial Management - Accurately processes invoices, maintains records, and supports budget tracking.
• Client & Tenant Relations - Responds promptly and professionally to tenant and vendor requests.
• Communication & Collaboration - Shares information clearly with internal and external partners.
• Leadership & Team Development - Demonstrates initiative, dependability, and a service-first mindset.
• Innovation & Process Improvement - Identifies small improvements that enhance daily efficiency.
• Culture & Values - Models Hiffman’s standards of integrity, accountability, collaboration, and innovation.

Business Development & Client Growth

• Supports business development indirectly by delivering exceptional tenant and vendor services.
• Upholds the company’s professional image in all interactions, contributing to client satisfaction and retention.
• Provides accurate information and organized documentation that supports reporting and proposals.
• Contributes to business development by strengthening client relationships, identifying opportunities for additional services, and representing Hiffman National’s values of partnership and innovation in every interaction.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other protected status under applicable laws.

Qualifications

• Bachelor’s degree preferred or equivalent administrative experience in property management, facilities, or commercial real estate.
• Minimum 1 year of relevant office or administrative experience preferred.
• Proficiency in Microsoft Office Suite; experience with property management software (Yardi, MRI, Kardin) a plus.
• Strong organizational, time management, and multitasking skills.
• Clear written and verbal communication abilities.
• Detail-oriented, dependable, and committed to supporting a collaborative team environment.