Administrative Assistant bei Trademark Property Company

Description

About Trademark Property Company and La Palmera

Trademark Property Company, based in Fort Worth, Texas, is a full-service real estate firm specializing in the development, investment, and management of mixed-use, retail, multifamily, and office properties. Since its founding in 1992, the company has been dedicated to transforming communities by creating vibrant, community-focused spaces.

The Administrative Assistant will be a key part of our team at La Palmera, the premier-enclosed regional shopping center on the Texas Gulf Coast, located in Corpus Christi. As the dominant retail and dining destination in the region, La Palmera serves a wide trade area, attracting both residents and tourists. The mall features a dynamic mix of popular national retailers, unique local specialty stores, diverse dining options, and engaging entertainment experiences, making it a vital community and economic hub for the Coastal Bend.

Overview

This position serves as a central liaison among the management office, tenants, vendors, and corporate departments, ensuring seamless communication and operational efficiency. The ideal candidate demonstrates professionalism, initiative, and the ability to manage multiple responsibilities independently in a dynamic and fast-paced environment.

Job Type & Schedule: This is a full-time, exempt position. 

Key Responsibilities

Contract & Vendor Management

• Prepare and coordinate bid proposals, service contracts, and operational documents.
• Manage the bidding process and coordinate with vendors, suppliers, and operations staff to obtain competitive bids.
• Liaise between staff, vendors, and leadership on contract scope, terms, and negotiations.
• Ensure contracts are reviewed for accuracy, compliance, and adherence to company standards and guidelines.
• Maintain digital and hard copies of all contracts and ensure proper documentation accompanies each agreement.
• Track key contract milestones and renewal dates using a centralized calendar system.
• Monitor vendor performance, evaluate service quality, and recommend improvements or changes.
• Conduct cost analyses and identify opportunities to reduce expenses or improve service delivery.
• Support invoice accuracy and oversee billing procedures related to contracted services.  

Certificates of Insurance (COI) & Compliance

• Track, collect, and maintain Certificates of Insurance for all tenants and vendors.
• Ensure compliance with insurance requirements, issue default notices as necessary.
• Monitor expiration dates and maintain follow-up systems for renewals.
• Participate in audits and compliance checks related to tenant/vendor documentation and contract adherence.
• Manages reporting as it pertains to Asset Partner - Monthly, quarterly, annual reporting, tasks, forms - Inventory, RCP compliance etc.
• Facilitates issuance of licensee violation fees (operating hours, trash, signage, etc.).

Sustainability & ESG Reporting

• Lead and support sustainability efforts in alignment with ESG standards and company goals.
• Prepare and maintain sustainability-related reports and forms (e.g., Goby, Code Green, IREM, CalPERS compliance).
• Collaborate with tenants and operations to identify and implement sustainable practices.
• Track and report on sustainability metrics to meet ownership and partner expectations.

Administrative & Operational Support

• Maintain a professional and organized office environment for the management team.
• Manage inventory control and ensure proper documentation is prepared for ownership.
• Prepare tenant communications as needed.
• Participate in team meetings, serve as a point person for special administrative projects, and provide general support across departments.
• Promote and foster strong relationships with tenants, contractors, vendors, and corporate partners.
• Provides clerical and other office administrative support duties for staff, including tasks related to the workload of the Management Team.
• Other duties as assigned.

Requirements

•  Five + years of proven experience in an administrative or executive support role, preferably within property management or commercial real estate.
• Excellent computer skills and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Personable, polished, and professional with a positive attitude.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and interpersonal skills.
• Ability to work independently and prioritize tasks effectively.
• Ability to interpret and analyze leases, contracts, and procedural documents.
• Must possess a high level of professionalism and confidentiality.
• Proficiency in English is required; multilingual is strongly preferred.
• Able to cope with shifting priorities, difficult situations and deadlines.

Key Competencies

• Customer Service Orientation
• Initiative & Problem Solving
• Attention to Detail
• Team Collaboration
• Time Management
• Adaptability & Flexibility

Work Environment & Physical Requirements

• Operates in a professional office setting.
• Must be able to sit or stand for extended periods and occasionally walk between buildings or navigate stairs.
• Regular use of standard office equipment and software.

Compensation & Benefits

We offer a competitive compensation and benefits package designed to support your health, financial security, and work-life balance.

• Medical, Dental, & Vision: Coverage through United Healthcare
• Disability & Life Insurance: Employer-paid short-term/long-term disability and life & AD&D insurance.
• Paid Leave: Up to 4 weeks of paid maternity leave and 2 weeks of paid paternity leave.
• 401k: With a company match of 50% on the first 5% of your contributions.
• Paid Time Off (PTO): 15 days of PTO are accrued from your first full pay period. 
• Paid Holidays: You will receive 10 paid holidays per year, plus a paid birthday holiday and 2 paid volunteer days.
• Additional Company-Paid Benefits: Access to HealthJoy for telehealth and advocacy services, and Rocket Lawyer for legal services.