Property Associate (Parsippany, NJ)

Our client is a leading professional services firm that specializes in real estate and investment management. Our client shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities. Our client is a Fortune 500 company with annual revenue of $18.0 billion, operations in over 80 countries, and a global workforce of more than 93,000 as of December 31, 2019.

We are seeking a Property Associate on a contract basis to help support their ongoing business needs. This role is on-site in Parsippany, NJ.

This role ensures organizational excellence by performing administrative functions for the property team, supporting one or more buildings. This role also provides accounting support and maintains strong relationships with tenants, clients, and stakeholders while delivering superior customer service.

Responsibilities:

Accounting Support

• Review and code invoices for payment (A/P).
• Assist with accounts receivable (A/R) tasks, including billing, collection notices, and adjustments.
• Track administrative expenses to stay within budget and identify cost reduction opportunities.

Lease & Document Management

• Coordinate documentation for lease execution, distribution, and filing.
• Track lease notification requirements to prevent missed deadlines.
• Ensure tenant and contractor certificates of insurance are accurate, up to standard, and monitored for expiration.

Administrative Support

• Manage general office organization, mail distribution, and outgoing packages.
• Monitor email, phones, and work order systems to ensure prompt responses.
• Prepare and distribute memos, correspondence, and reports.
• Maintain physical and virtual filing systems and update contact databases.
• Coordinate conference room reservations, department meetings, events, and business travel.

Tenant & Visitor Services

• Participate in new tenant welcome and orientation programs.
• Support move-in and move-out procedures.
• Track and coordinate access card activation/deactivation.
• Receive and manage building access requests for visitors and vendors.

Facilities & Compliance Support

• Maintain communication with maintenance, security, and building staff to ensure cleanliness and safety.
• Document potential property and equipment liability incidents and forward to risk management.
• Assist with compliance for management and engineering audits.
• Support the development of property and employee manuals.

Vendor & Financial Support

• Gather W-9 forms and assist with new vendor setups.
• Support budget preparation, recurring reporting, and utility billing.
• Assist with vendor contracts, execution, and tracking.

Qualifications

• High school diploma required; Bachelor’s degree preferred.
• Minimum 1 year of experience in commercial real estate, property team, or office management.
• Proficiency with Microsoft Office Suite and ability to learn new systems.
• Strong organizational, detail-oriented, and communication skills.
• Ability to work autonomously and collaboratively.
• Analytical skills to calculate figures and percentages.
• Comfortable adapting to change and making decisions with incomplete information.
• Flexibility to occasionally work beyond standard hours.

Physical Requirements (ADA Compliance)

• Regular sitting for extended periods, frequent standing, and walking.
• Ability to stoop, kneel, crouch, or crawl as needed.
• Lift a minimum of 35 lbs.
• Use stairwells during emergencies.
• Operate keyboards, telephones, and read written documents.
• Reasonable accommodations available.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.