Administrative Assistant

Job Description

Administrative Assistant | Baker Storey McDonald Properties, Inc.

The Tone:
This is an Administrative Assistant role at Baker Storey McDonald Properties, Inc., located in Nashville, Tennessee. Baker Storey McDonald Properties, Inc. (BSMP) operates as a commercial real estate firm, delivering essential leasing, development, and property management services across the Central South. The company prides itself on strong service, building lasting relationships, and achieving measurable results for its portfolio of retail and commercial properties. This specific part-time role offers valuable hands-on exposure to the integral day-to-day operations of a bustling commercial real estate and property management office, ensuring organizational efficiency and smooth functioning across all administrative tasks.

The TL;DR
• Role: Administrative Assistant
• Type: Part-time
• Location: In-person, Nashville, TN

• Team: Provides direct support to the property management and leasing teams.
• Mission: To maintain organized day-to-day operations for the commercial real estate and property management office through detailed documentation, accurate data entry, and efficient file management.
• Tech Stack: Yardi, Microsoft Office (Word, Excel, Outlook, PowerPoint)

What You’ll Actually Do
• Database & File Management: Maintain and update property, tenant, and lease databases and files, meticulously organizing, filing, scanning, saving, and naming all documents, both physical and digital, according to company standards.
• Data Entry & Reporting: Accurately input data into the property management software (Yardi) and various Excel spreadsheets, ensuring precision in all record-keeping activities.
• Correspondence & Materials: Prepare, format, and proofread a range of written communications, including letters, tenant notices, and basic marketing materials, maintaining a professional standard.
• Front Office Support: Manage incoming communications by efficiently answering and routing phone calls and emails, while also warmly greeting all visitors and vendors to the office.
• Clerical Project Assistance: Support various administrative and clerical projects, such as facilitating mailings and assisting with tenant communications, to ensure smooth operational flow and team coordination.

The Must-Haves
• Background: This is an Entry-Level role focused on core administrative and organizational practices within an office environment.
• Experience: Prior administrative, clerical, or general office experience is preferred, demonstrating familiarity with day-to-day office operations and support tasks.
• Skills: Strong organizational capabilities and exceptional attention to detail; demonstrated proficiency across Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint; clear, professional written and verbal communication skills for effective interaction; the ability to work reliably and independently on routine assignments; and a strong customer service mindset.
• Bonus: An expressed interest in commercial real estate or property management is considered a valuable asset, though not a prerequisite for the role.