Overview

This role will work up to 29 hours per week. The administrative assistant plays an important role in supporting the overall success of the property team. This part-time position provides steady, reliable assistance across operations, tenant relations, vendor coordination, and marketing support. 

As a member of the property team, the administrative assistant helps keep day-to-day processes organized and running smoothly. This includes supporting contracts and compliance, assisting with ancillary income and billing, coordinating with vendors, and helping tenants stay connected to programs such as the Loyalty initiative. The role also provides valuable support to the General Manager and lends a hand at events and marketing activities when needed. 

Key Position Accountabilities 

Operations & Compliance 

• Prepare and maintain vendor and ancillary income contracts, ensuring accuracy and timely execution. 

• Verify certificates of insurance and maintain compliance documentation for all vendors and tenants. 

• Assist in identifying and coordinating qualified bidders for property-level projects. 

• Track and support ancillary income agreements, including billing, renewals, and tenant communications. 

• Maintain digital records for contracts, insurance, invoices, and key operational data. 

Office & Team Coordination 

• Provide office coordination, including scheduling, communications, and supply management. 

• Field and route calls, emails, and inquiries to the appropriate team members. 

• Develop and maintain organizational systems and procedures to improve workflow and efficiency. 

• Support the General Manager with reporting, project tracking, and cross-functional initiatives. 

• Conduct property walks to identify follow-up items and assist with resolution. 

Tenant & Vendor Relations 

• Serve as a reliable point of contact for tenants, ensuring timely communication and excellent rapport. 

• Support tenants with loyalty program participation, operational updates, and ancillary income opportunities. 

• Coordinate with vendors, contractors, and partners to ensure smooth execution of property projects. 

Marketing & Event Support 

• Provide administrative and logistical support for property events and marketing activations. 

• Serve as an on-the-ground team member during events, ensuring successful execution alongside the marketing team. 

• Assist in communications to tenants regarding marketing initiatives, loyalty program updates, and event opportunities. 

Requirements

• 3–5 years of relevant business, operations, or administrative support experience (real estate, retail, or hospitality preferred). 

• Strong organizational and problem-solving skills with the ability to manage multiple priorities. 

• Proven ability to maintain confidentiality and handle sensitive information with discretion. 

• Effective communicator, both written and verbal, with strong interpersonal skills. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint); familiarity with WordPress a plus. 

• Flexible and collaborative; willing to assist with occasional evening or weekend events as needed. 

• Self-starter who can work independently while also thriving in a team-oriented environment. 

About WS Development

Massachusetts-based WS Development is a mixed-use developer with a singular mission: creating places people want to be. With an approach that values art, science, innovation and, above all else, people, WS strives to engage each community it serves with best-in-class experiences, designed with our customers, tenants and partners in mind. Established in 1990, WS is one of few vertically-integrated real estate companies that conceptualizes, owns, operates and leases more than 100 properties that range from cutting-edge urban spaces to lifestyle and community centers. With over 22 million square feet of existing space and an additional nine million square feet under development, it is one of the largest privately-owned development firms in the country.

WS is where great ideas and great people come together to design, build, and operate some of the best loved real estate projects in the country. We live at the intersection of entrepreneurship and establishment. We have the infrastructure of decades supporting a culture of free-thinking excellence.

We expect every WS employee to feel welcomed and valued irrespective of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, marital status, parental status, cultural background, and life experiences. Or for any other reason.