Records Management Assistant Jobs in Virginia (NOW HIRING)

About Meadows & Ohly

Founded in 1972, Meadows & Ohly is a leading healthcare real estate services firm serving health systems and providers nationwide. With more than 250 employees across nine offices, we deliver integrated real estate, advisory, development, and management solutions tailored to the healthcare industry. Our culture is built on integrity, collaboration, hard work, and long-term relationships, driven by exceptional people committed to doing what is best for our clients, partners, and communities.

Why Join Us?

• Awarded 2025 & 2026 Modern Healthcare Best Places to Work
• Competitive compensation and performance incentives
• Comprehensive health, dental, and vision benefits
• 401(k) with company match
• Generous PTO and paid holidays
• Professional development and career growth opportunities
• Collaborative, people-first culture focused on work-life balance

Location

Manassas, VA

Position Overview

The Property Management Assistant provides comprehensive administrative and operational support for a regional healthcare real estate portfolio, partnering closely with Property Managers, Building Managers, construction teams, vendors, tenants, and corporate departments. This position plays an integral role in supporting tenant satisfaction, maintaining accurate property records, coordinating financial and operational activities, and assisting with construction and capital improvement projects. The ideal candidate is highly organized, proactive, customer-focused, and enjoys working in a collaborative environment where servant leadership, integrity, and enhancing the lives of others are foundational to our culture.

Key Responsibilities

• Support day-to-day property operations, tenant communications, and administrative activities across a regional portfolio.
• Maintain accurate tenant, lease, and property records within property management systems.
• Coordinate vendor contracts, certificates of insurance (COIs), invoices, and recurring maintenance services.
• Assist with financial reporting, budget preparation, and owner reporting packages.
• Support tenant move-ins, move-outs, life safety programs, and tenant engagement initiatives.
• Coordinate construction and capital project documentation, including contractor correspondence and project tracking.
• Prepare presentations, meeting materials, correspondence, and other business documents.
• Provide general office, scheduling, travel, and administrative support while managing multiple priorities.

Qualifications

• Associate's degree required; Bachelor's degree preferred.
• Previous administrative, property management, commercial real estate, or related experience preferred.
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent organizational, communication, and customer service skills.
• High attention to detail with strong problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to maintain confidential information with professionalism and discretion.
• Experience with property management or accounting software is a plus.

Apply Today

Join a growing team that is shaping the future of healthcare environments nationwide. Learn more about careers at Meadows & Ohly Careers.

Additional Requirements & Disclaimer

Candidates must possess reliable transportation and maintain a valid driver’s license, as certain roles may require travel to client sites or other off-site locations. Employment is contingent upon successfully passing applicable background, credit, and/or drug screenings, in accordance with applicable laws and position requirements.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions of the role. Depending on the position, employees may be required to sit, stand, walk, drive, communicate, use hands and fingers, lift or move materials in varying weight, and work in active healthcare, office, or commercial building environments. Specific vision abilities, including close vision and the ability to adjust focus, may also be required.

This job posting is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Responsibilities and requirements may change based on business needs. Meadows & Ohly is an Equal Opportunity Employer.