Property Administrator

Responsibilities

• Provide comprehensive administrative support to the Property Management team, including preparing correspondence, reports, and other documentation, maintaining organized filing systems, and handling phone inquiries in a professional manner.
• Cook up meetings, tenant events, and special projects, ensuring all logistics, materials, and communications are well planned and executed.
• Aid with lease administration by maintaining accurate tenant records, tracking insurance documentation, and generating related reports as needed.
• Prepare and coordinate vendor bid packages, service contracts, and work authorizations, ensuring all required information is complete and accurate.
• Process, code, and submit invoices for approval, maintaining accurate financial records and supporting accounts payable activities.
• Maintain and organize purchase orders, contracts, lease files, and other property management documentation to ensure easy access and compliance.
• Monitor and manage the property work order system, ensuring tenant maintenance requests are logged, tracked, and resolved promptly and accurately.
• Prepare monthly reports on work order activity and operational performance to support ongoing property management and decision-making.
• Serve as a primary point of contact for tenants, responding promptly and professionally to requests, questions, and concerns while providing excellent customer service.
• Aid with monthly and quarterly financial reporting, including supporting the preparation of financial statements, variance explanations, and related documentation.
• Aid with tenant bill-back processing, ensuring charges are accurately calculated, documented, and submitted in a timely manner.
• Process maintenance and management payroll information, meter readings, and payment requests in coordination with internal processes and timelines.
• Maintain office supplies, monitor inventory levels, and coordinate orders to ensure the office remains fully stocked and operational.
• Support overall office operations, including use of standard office equipment and coordination with internal teams.
• Provide administrative support to multiple managers overseeing a portfolio of approximately 18–24 properties, balancing priorities and deadlines across the portfolio.

Requirements

• Demonstrated experience providing administrative support in a property management or similar professional environment.
• Hands-on experience with property management administrative tasks such as lease administration, work order preparation, and documentation management.
• Accounts payable experience, including invoice processing, coding, and submitting invoices for approval.
• Strong organizational skills with the ability to multitask and manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with a customer-focused approach.
• High level of attention to detail and accuracy in handling financial and administrative data.
• Proficiency in the Microsoft Office Suite, including Outlook, Word, and Excel.
• Minimum of a high school diploma or GED.

Essential Skills

• Experience in commercial property management or supporting a commercial property portfolio.
• Familiarity with property management systems such as Yardi or NEXUS is a strong plus.
• Experience coordinating vendor bid packages, service contracts, and certificates of insurance.
• Experience assisting with financial reporting, budget preparation, and tenant bill-back processes.
• Ability to build positive working relationships with tenants, vendors, and internal stakeholders.
• Comfort working with standard office technology and property management tools.