Investment Property Executive Assistant at Hubbard Realty

Job DescriptionJob DescriptionDescription:  Job Title: Investment Property Executive AssistantSummary: At Hubbard Realty, we leverage 75 years of experience in the Piedmont Triad to provide quality properties for our community. As our market grows, we aim to drive growth in the communities we serve. We believe success is built on the dedication and performance of each individual. In this role, you will be the primary point of contact for tenants across our investment property portfolio, managing the full property management lifecycle. You'll report to our VP of Investment Real Estate and Chief Operating Officer.Job Responsibilities: In alignment with our commitment to honest dealing and thoughtful work, you will have the following job functions:Executive, Calendar & Administrative SupportProvide executive-level assistance to the VP of Investment Real Estate and COO. Manage calendars, schedule meetings, coordinate appointments.Prepare documents, reports, presentations, and maintain filing systems. Provide day-to-day office and project support.Handle confidential information with discretion.Tenant Relations & CommunicationServe as primary contact for tenants; respond to inquiries, service requests, and concerns. Maintain strong tenant relationships to ensure satisfaction and timely issue resolution.Distribute notices, updates, policy changes, and formal lease communications.Lease Administration, Drafting & ComplianceDraft and administer leases, amendments, renewals, and related documents Review and ensure compliance with commercial, office, and residential lease agreements Track critical dates including lease expirations, renewals, and option periods Prepare and process lease renewals, amendments, and estoppel certificates Maintain accurate digital and physical lease files.Rent Collection & Financial OversightOversee rent collection, late fees, and payment follow-up for delinquent accounts.Work with accounting to reconcile tenant ledgers, resolve billing discrepancies, and ensure proper monthly charges.Prepare monthly reports on collections, lease status, delinquencies, and occupancy metrics.Evictions & Legal CoordinationManage eviction process in accordance with state and local laws Draft, issue, and track notices including late notices and lease violation letters Coordinate with attorneys, VP of Investment Real Estate, and courts Maintain detailed documentation of legal correspondence and case outcomesProperty & Operations SupportCommunicate maintenance needs, lease violations, and compliance concerns Assist with vendor coordination, scheduling, and monitoring compliance requirements Ensure tenant insurance certificates, permits, and regulatory documents are currentAdministrative & ReportingPrepare weekly, monthly, and quarterly reports on leasing activity and compliance Update CRM, lease management software, and property databases Support budgeting, forecasting, and financial planning Assist with listings, tenant onboarding, and documents as needed Assist VP of Investment Real Estate and COO with other tasks as assignedCompensation, Hours & Benefits: Full-time, 37.5 hours/week, 8:30am-5:00pm with one-hour lunch. After-hours work as needed for emergencies. Non-exempt hourly position subject to overtime provisions. Starting wage: $23-27/hour based on experience and qualifications. Benefits start after 90 days: health insurance, paid time off, Simple IRA plan. ADA Compliance:The essential functions contained in this job description are in compliance with the Americans with Disabilities Act (ADA) and are not an exhaustive list of the duties performed for this position. The additional duties and responsibilities listed are performed by the individuals currently holding this position and additional duties may be assigned when appropriate.Requirements:Education, Experience, and Licensing Requirements:High school diploma, GED, or equivalent required.Experience in property management preferred. Proficient with Microsoft Office Suite or related software.Yardi experience preferred. Proficiency in Google Drive preferred.Skills, Knowledge & Abilities:Excellent verbal and written communication skills.Excellent organizational skills.High attention to detail and accuracy.Strong interpersonal and communication skills.Ability to multi-task & works well under pressure.Ability to act with integrity, professionalism, and confidentiality.Displays a friendly, personable, and approachable manner.Ability to maintain confidentiality and handle sensitive information.Physical & Mental Requirements:Prolonged periods of sitting at a desk and working on a computer.Ability & licensed to drive.Ability to perform tasks commonly found in an office environment such as talking on the telephone, reading documentation both in hard copy and on computer, writing, computer data entry, filing, faxing, copying etc.Must be able to lift at least 50 pounds at times.Ability and willingness to learn new things and acquire new skills.Ability to function in a multi-tasking environment.Able to interpret a variety of instructions furnished in written or oral form. Ability to think logically and prioritize tasks.Compensation details: 23-27 Hourly WagePIb72212c13287-25405-39209376