Property Management Specialist - Level 2

The Property Management Specialist (Assistant Property Manager) provides day-to-day support for commercial property operations, with a strong focus on accounts payable, property-level accounting, tenant billing, and vendor coordination. This role helps ensure that financial activities, service contracts, and compliance documentation for a commercial building are accurately maintained and processed in a timely manner.

• Support daily commercial property management activities for a multi-tenant building as part of a five-person onsite team.
• Process accounts payable for the building, including helping pay invoices and ensuring timely and accurate payment of vendor and utility bills.
• Use the P2P system to send invoices for uploading, code them with the correct general ledger accounts, and provide detailed descriptions.
• Confirm that all utility invoices (water, sewer, irrigation, electric, gas as applicable) are received, uploaded in P2P each month, coded correctly, and tracked in a spreadsheet; ensure auto-draft settings are working and update records as needed.
• Start and stop utility services for vacant spaces as required to align with occupancy changes.
• Create and maintain service contracts in P2P, ensuring proper documentation and alignment with property management agreements and lease requirements.
• Prepare lease abstracts and submit them to the Property Manager through Pulse for review and approval.
• Prepare manual bill forms (MBFs), recurring monthly charges, FIFs, and other billing items in Pulse and route them to the Property Manager for review and approval.
• Generate tenant billback packages for operating expenses, taxes, utilities, and other recoverable charges.
• Collect, maintain, and track certificates of insurance (COIs) from tenants and vendors, ensuring compliance with requirements in property management agreements and leases.
• Collect W-9 forms from new vendors and prepare vendor master account (VMA) requests to set up vendors in the system.
• Help maintain property management (PM) books, ensuring that tax and expense items are properly booked to tenants and that records are accurate and up to date.
• Work closely with the Property Manager to ensure compliance with Pulse processes and standards.
• Manage tenant and vendor correspondence as needed, including scheduling vendors after contracts are signed and handling routine communications.
• Prepare and send default letters, operating expense estimate letters, and reconciliation letters, and coordinate related follow-ups with tenants.
• Meet with the Property Manager on the 10th of each month to review accounts receivable (AR) and follow up with tenants on outstanding balances.
• Provide customer service to tenants and vendors, responding to inquiries and resolving issues related to billing, contracts, and property services.
• Support facility management activities as needed, ensuring smooth operations of the commercial building and assisting with vendor management.
• Perform other property management and administrative tasks as assigned to support the overall operation of the building.

• 1–2 years of experience in commercial property management, with exposure to property management accounting and building operations fundamentals.
• Understanding of how a commercial building operates, including basic facility management concepts and tenant service needs.
• Experience with property management accounting, including working with property-level financials, accounts payable, and tenant billing.
• Proficient understanding and hands-on experience with MRI property management software.
• Ability to work with P2P systems for invoice processing, coding, and documentation.
• Strong attention to detail in financial coding, documentation, and compliance tracking.
• Proficiency in the Microsoft Office Suite, including Excel for tracking invoices and charges.
• Customer service skills, with the ability to communicate clearly and professionally with tenants and vendors.
• Vendor management skills, including coordinating services, collecting documentation, and maintaining accurate records.

• 2–4 years of overall experience in property management or a closely related field is beneficial.
• Experience preparing lease abstracts and working within systems such as Pulse for approvals and compliance is an advantage.
• Familiarity with creating and managing service contracts and understanding property management agreements and lease requirements.
• Ability to interpret and apply general ledger coding for property-related expenses.
• Strong organizational skills to manage multiple invoices, contracts, COIs, W-9s, and billing activities simultaneously.
• Effective written and verbal communication skills for drafting tenant letters, vendor correspondence, and internal documentation.
• Comfort working in a structured, process-driven environment with monthly deadlines and recurring financial cycles.

This is an onsite role in a commercial building environment, working Monday through Friday from 8:00 a.m. to 5:00 p.m. The position is part of a five-person team in the building, collaborating closely with a Property Manager and other property management professionals. The assignment covers a defined leave period, expected to run from October 18 through March 15. The work involves regular use of MRI, Pulse, P2P, and the Microsoft Office Suite, with a focus on financial processing, documentation, and tenant and vendor communication. The environment is professional and office-based within a commercial property setting, with routine interaction with tenants, vendors, and internal team members. Interviews may be conducted virtually or onsite.

This is a Contract position based out of Raleigh, NC.

The pay range for this position is $21.00 - $21.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Raleigh,NC.

This position is anticipated to close on Sep 15, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: 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.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.