Job Description

Real Estate Administrative Assistant

Job Category: Administrative Requisition Number: REALE001700

Posted: March 27, 2026

Full-Time

Location: Dallas, TX 75219, USA

Job Details

Company Overview:

Hillwood Urban is a full-service commercial real estate company founded in the legacy of Hillwood. Leveraging our deep roots in commercial investment and development, we are a real estate company built from our core values and focused on the evolving needs of our clients. A Perot company, Hillwood Urban operates with integrity and accountability, employing innovative thinking and an unwavering commitment to quality.

Position Summary:

Hillwood Urban is seeking a Real Estate Administrative Assistant to provide high-level administrative, operational, and coordination support to the Development, Leasing and Property Management teams based in Dallas, TX. This role will serve as a key support partner across commercial property operations and development and leasing activities, requiring strong organizational judgment, attention to detail, and the ability to manage competing priorities in a fast-paced environment.

The ideal candidate brings prior experience in commercial real estate or construction, is comfortable interfacing with tenants, vendors, brokers, and internal stakeholders, and takes a proactive, solutions-oriented approach to supporting day-to-day operations. Success in this role requires sound communication skills, discretion, and the ability to anticipate needs while ensuring work is completed accurately and on schedule.

Responsibilities:

• Provide comprehensive administrative support to the Development, Leasing and Property Management teams, including calendar management, meeting coordination, travel arrangements, and expense processing.
• Coordinate internal and external meetings, including conference calls, video conferencing, catering, and logistics as needed.
• Prepare, organize, and maintain business documents, correspondence, reports, presentations, spreadsheets using Microsoft Office tools.
• Manage office operations and administrative workflows, including invoicing support, mail handling, contact management, subscriptions, and general office management coordination.
• Maintain organized physical and electronic filing systems to ensure accurate recordkeeping and accessibility.
• Provide direct administrative and operational support to the Property Management team in the day-to-day management of the building.
• Serve as a primary point of contact for tenants for 2929 Carlisle on behalf of the Property Management team, responding to service requests, access needs, janitorial issues, and general facilities inquiries.
• Process, track, and close facilities work orders received via email, ensuring timely resolution and accurate follow-through.
• Coordinate and schedule all onsite vendors and services, maintaining a comprehensive calendar of recurring services and special projects for Property Management oversight.
• Prepare service contracts, renewals, and service requests for Property Manager review, and manage execution via DocuSign.
• Maintain detailed property records and information sheets, including vendor contracts, service details, contact information, COI compliance, and contract expirations.
• Support tenant administration by maintaining accurate tenant records, tracking lease expirations, contacts, COI compliance, and parking allocations.
• Assist Property Management with accounts payable activities, including coding property invoices and credit card expenses in alignment with approved budgets and ensuring timely receipt of vendor invoices.
• Monitor and order onsite amenity and facility supplies, including fitness centers, locker rooms, kitchenettes, and facilities team requests.
• Prepare and distribute tenant communications and operational materials, including monthly rent statements, notices, parking reports, conference room schedules, and building updates.
• Maintain organized physical and electronic filing systems in shared drives to support Property Management documentation needs.
• Assist the Property Management team with tenant engagement initiatives, including planning and coordinating bi-annual tenant appreciation events.
• Maintain project checklists and project directories.
• Work with corporate and development team to coordinate documentation for lenders/inspectors, including due diligence, utility/zoning verification, title work, etc.
• Work with accounting team to prepare monthly construction draws.
• Support the preparation of monthly and quarterly reports as requested by corporate.
• Coordinate with acquisition/disposition team, development team and legal in gathering/coordinating due diligence, including maintaining checklist and cloud-based document storage (i.e., Box.com).
• Assist market leader, development team and legal with pursuit documentation, i.e., Confidentiality/Non-Disclosure Agreements, Letters of Intent, Purchase and Sale Agreements, etc.
• Maintain certificates of insurance by project.
• Assist leasing team organizing and producing marketing collateral.
• Assist in coordination of events and tours.

Required Skills and Abilities:

• Strong interpersonal, written, and organizational skills.
• High attention to detail with the ability to manage multiple priorities.
• Proactive, solutions-oriented mindset with the ability to anticipate needs.
• Ability to work effectively in a fast-paced, team-oriented environment.
• Proficiency with all Microsoft Office programs (Outlook/Word/PowerPoint/Excel) and Adobe Illustrator.

Education and Experience:

• Bachelor's degree preferred.
• Minimum of 5 years of experience in commercial real estate, construction, or a related environment.
• Experience with project coordination, development and leasing support, or property accounting strongly preferred.

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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