Assistant Property Manager / Property Assistant

About Us

Live Oak acquires, develops, and services best-in-class commercial real estate in Central Texas. Our mission is straightforward: create long-term value for our tenants, investors, and team by managing our 7-million-square-foot portfolio well and helping our community grow in the process. Alotten is assisting us with hiring for a new team member.

About this position

As a support role for our Property Management team, you'll partner closely with Live Oak's Property Managers to keep a commercial real estate portfolio running smoothly. It's a hands-on, in-office role where your day splits between fielding tenant and vendor calls and focused spreadsheet work. This role is a great fit for someone who enjoys variety and thrives in ambiguity. You'll wear multiple hats, adapt as priorities shift, and take ownership of results without waiting to be told what to do.

You'll work alongside two to three Property Managers, supporting 100-125 commercial tenants. You won’t be carrying that load alone, since building engineers, vendor partners, and the Property Managers themselves are all working with you. At Live Oak, we pride ourselves on taking extraordinary care of our assets and the people who lease them. (And if you look at our benefits below, you’ll see we take care of our people as well.)

This role is a critical part of the team delivering on our promises to tenants. The position is built to grow with you. We regularly promote from within, and several current Property Managers started in this exact seat (it's also why this opening exists). We also support your pursuit of industry certifications, such as CPM or RPA.

Location

This position typically works from our central Austin office four days a week, with one remote day where you can work from home. Hours are generally Monday-Friday, 8 am-5 pm Central, with occasional exceptions.

In this role, you will:

Assist the Property Managers with preparation of annual operating budgets, annual CAM reconciliations, and monthly reporting

Field regular phone calls with tenants and vendors

Aid in managing accounts receivable, including notifying tenants of past-due balances and preparing default letters

Visit properties and tenants regularly to build strong relationships

Perform property inspections and complete the required reports

Support maintenance repairs by coordinating with building engineers, vendors, and tenants

Assign and manage tenant work orders in the portal

Prepare annual service contracts for execution

Produce tenant bill-backs, including overtime HVAC usage

Develop and provide onboarding packages for new tenants, including activating building access cards

Support tenant move-ins and move-outs

Collect current certificates of insurance for vendors and tenants as needed

Maintain organized and updated tenant files and records

Other duties as assigned from time to time

To be successful in this role, you should have:

A high school diploma or GED, plus 2-5 years of related property management, real estate, or administrative experience OR an equivalent combination of education and experience

A valid driver's license, a clean driving record, and minimum required auto liability insurance

Clear, effective communication skills: you can share information, answer questions, and handle a tough conversation professionally and in a timely manner

Strong attention to detail, especially with spreadsheets and contracts, since this role runs on accuracy under time pressure

A coachable and curious attitude: you are open to feedback, quick to ask questions, and genuinely interested in how the building and lease terms work, not just following steps

An eye for process improvement: you notice and speak up when something could run more smoothly or doesn't look quite right

Proficiency with Microsoft Office, including intermediate Excel functions such as basic formulas, pivot tables, and lookups

Good mathematical skills, using data and variance analysis to solve problems. You can calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

Openness to incorporating AI and new technologies into your work, within company policy

Not required, but it would be great if you bring:

Advanced Excel skills such as VLOOKUP/XLOOKUP, pivot tables, or macros

Previous experience working with commercial real estate software like Yardi, MRI, or Kardin

Is this role right for you?

This role is a strong fit if you enjoy the mix of quiet, detail-heavy spreadsheet work balanced with regular tenant contact, including troubleshooting issues through to resolution alongside your team. You don't mind being the person who tenants call when something's wrong, and a spreadsheet that works perfectly is genuinely satisfying to you. You're open to learning, are comfortable with math, like being part of a team, and want to grow.

It's not a great fit if you're looking for a fully remote position, prefer minimal phone contact, want to avoid anything math-oriented, or would rather stick to one type of work (spreadsheets or people) rather than both, do not easily adapt to change, or is unable to frequently switch gears.

Why join us?

We're a full-service commercial real estate firm that invests as much in our people as in our properties and tenants. We work hard as a team and we're a laid-back, boutique firm that has fun doing it.

Our team enjoys:

One work-from-home day a week, in addition to four in-office days

Medical, dental, and vision premiums 100% covered for employees after one month of service

16 PTO days per calendar year, with an additional day given for each year of service

10 paid holidays a year

401(k) plan with a 4% match

Profit sharing bonus twice a year

Employer paid Short- and Long-Term Disability and basic life insurance

Construction Management fee sharing

Our office closes on Fridays at 3 pm

Opportunities for internal promotion and career development

Tuition reimbursement for work-related courses and programs

Live Oak is an Equal Employment Opportunity employer.