Investment Property Executive AssistantHubbard Realty • Winston-Salem, NC, US

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Investment Property Executive Assistant

Hubbard Realty • Winston-Salem, NC, US

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Job Description

Description :

Job Title : Investment Property Executive Assistant

Summary : 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 Support

Provide 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 & Communication

Serve 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 & Compliance

Draft 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 Oversight

Oversee 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 Coordination

Manage 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 outcomes

Property & Operations Support

Communicate 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 current

Administrative & Reporting

Prepare 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 assigned

Compensation, 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 Wage

PI3d3e93c0a6d1-25405-39209376

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