Administrative Assistant – On‑Site Oakland

Commercial Real Estate Development & Property Management

Salary: Up to $70K**

A well‑established commercial real estate development and property management company with seven properties in Northern New Jersey is seeking a full‑time Administrative Assistant to join their team. This role is 100% on‑site in Franklin Lakes, NJ.

We’re looking for a highly organized, proactive, and dependable professional who thrives in a fast‑paced office environment and enjoys supporting multiple stakeholders.

About the Role

Experience in commercial real estate or property management is a major plus.

Key Responsibilities

General Office Administration

• Answer and direct phone calls

• Receive, open, and sort daily mail

• Prepare outgoing mail and packages (USPS, UPS, FedEx, messenger)

• Order, organize, and track office supplies

• Maintain office equipment (phones, copier, computers, postage machine)

• Coordinate with IT for technical support

• Ensure office common spaces—kitchen, bathrooms, work areas—are neat, tidy, and stocked

• Coordinate with cleaning and waste companies

Administrative & Clerical Support

• Draft and prepare business correspondence (email, letters, FedEx communications, etc.)

• Maintain accurate, timely filing systems (filing is crucial in this role)

• Organize documents, handbooks, and records

Property Management Support

• Track and code invoices and proposals

• Address tenant inquiries (parking, deliveries, access needs, etc.)

• Provide access for contractors and utility personnel

• Monitor common areas and utility rooms

• Manage keys, alarms, and security systems

• Maintain and update office and property management handbooks

• Update office calendar for maintenance, inspections, and tenant appointments

• Maintain utility meter schedule

• Request, track, and follow up on Certificates of Insurance for tenants and contractors

• Coordinate annual bids for snow removal and landscaping services

Qualifications

• Prior administrative experience required

• Experience in commercial real estate or property management strongly preferred

• Strong written communication skills—must be able to draft clear business correspondence

• Exceptional organization, accuracy, and follow‑through

• Ability to support multiple leaders remotely and manage shifting priorities

• Professional, reliable, and comfortable interacting with tenants, contractors, and vendors

• Health insurance, dental insurance and life insurance are offered with this full-time direct hire role.

  Equal Opportunity Employer/Veterans/Disabled

  To read our Candidate Privacy Information Statement, which explains how we will use your information, please

  navigate to https://www.lhh.com/us/en/candidate-privacy

  The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state,

  and local laws and/or security clearance requirements, including, as applicable:

  • The California Fair Chance Act

  • Los Angeles City Fair Chance Ordinance

  • Los Angeles County Fair Chance Ordinance for Employers

  • San Francisco Fair Chance Ordinance

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.