Operations Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Perform audits of Certificates of Insurance (COI) to ensure tenants comply with lease insurance stipulations.

• Monitor and track essential lease delivery timelines and compliance deadlines.

• Analyze and interpret commercial lease agreements to identify tenant responsibilities (such as sales reporting, HVAC inspections, insurance, etc.).

• Keep compliance tracking records updated across the property portfolio.

• Identify and escalate instances of non-compliance among tenants to the relevant team members.

• Prepare and disseminate regular compliance and performance reports.

• Develop presentation materials and summaries as instructed by management and team leaders.

• Ensure consistency with company-standard form documents utilized throughout the organization.

• Process and accurately document received data in a timely manner.

• Act as a responsive point of contact through Slack and Front (email platform) for internal business units, including Leasing, Asset Management, Property Management, Legal, and Tenants.

• Manage personal and administrative inboxes on a daily basis, ensuring prompt responses and follow-up.

• Communicate effectively and professionally in both written and spoken English.

• Input, update, and maintain information in property management and compliance tracking systems.

• Demonstrate proficiency in the MS Office Suite, Google Suite, and other designated software applications.

• Utilize AI tools to enhance work efficiency and improve the quality of output.

• Support team members with tasks during peak periods or as required.

• Undertake additional projects and assignments as assigned by the Operations Team Lead.

• Independently resolve routine operational challenges and escalate complex issues as necessary.

⛳️ Requirements

• Minimum of 2 years of experience in property management, commercial real estate, or leasing administration.

• Knowledge of tenant compliance obligations and the interpretation of commercial leases.

• Familiarity with ACORD forms (e.g., ACORD 25, 27, 28) and the capability to read and interpret Certificates of Insurance and Evidence of Property Insurance.

• Strong analytical and critical thinking abilities, with a knack for identifying discrepancies between documents (e.g., coverage limits, dates, policy types).

• Discretion and sound judgment in managing confidential tenant, financial, and insurance information.

• Excellent English communication skills, both written and oral.

• Proficient in MS Office Suite (Word, Excel, Outlook) and Google Suite (Docs, Sheets, Drive).

• Experience with data entry, record maintenance, and database management.

• Proven ability to juggle multiple tasks and consistently meet deadlines.

• Exceptional attention to detail and commitment to precision.

• Direct experience with COI audits or insurance compliance tracking is preferred.

• Familiarity with commercial lease documents and lease administration systems is preferred.

• Working knowledge of insurance terms and concepts such as general liability, umbrella/excess, workers' compensation, additional insured, waiver of subrogation, and primary & non-contributory endorsements is preferred.

• Background in insurance or risk management coursework, certification, or licensing is preferred.

• Experience using project/task management tools (e.g., Smartsheet, Asana, or similar) is preferred.

• Familiarity with AI productivity tools (e.g., ChatGPT, Claude, or equivalent) is preferred.

• Background in offshore or remote administrative support roles is preferred.

• Exposure to retail or shopping center property management is preferred.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive health, dental, and vision insurance.

• Flexible work hours and remote work options.

• Opportunities for professional development and career advancement.

• Supportive and collaborative team environment.