Property Administrator

About the role

We are seeking a Property Administrator to join our Westport, Connecticut regional office. The Property Administrator supports the Regional Property Manager and assists with the administrative operations of retail shopping center properties in Connecticut.

Key Responsibilities

• Property & Operations Support: Serve as a key operational partner supporting the day-to-day management of a commercial real estate portfolio. Prepare professional correspondence, tenant communications, leasing documentation, reports, and operational materials. Coordinate administrative and operational processes to ensure efficient execution across multiple properties. Support with property inspections, vendor coordination, and bid solicitation. Assist with field-related operational activities as business needs require.

• Financial & Budget Administration Support: Support the financial management of assigned properties by coding invoices and ensuring accuracy of financial documentation. Manage purchase order compliance and coordinate requests for missing purchase orders. Assist with operating expense tracking and budget management. Support the Capital Improvement Program and budget preparation. Prepare monthly financial and operational reporting, including Accounts Receivable reporting, Cash collection reporting, Expense reporting, and other portfolio performance metrics. Process monthly manual tenant billings and provide appropriate supporting documentation.

• Tenant & Vendor Relations: Build and maintain positive, professional relationships with tenants and vendors. Coordinate tenant onboarding and transition activities, including utility transfers, security deposit collection, insurance compliance, sales report collection, Versapay setup, and other operational requirements. Assist in resolving routine tenant and vendor inquiries while ensuring a high level of customer service.

• Contracts & Data Management: Prepare and manage contracts for maintenance services, capital projects, landlord work, and tenant improvements. Maintain accurate operational databases and tracking spreadsheets for Tenant contacts, Service contracts, Utility accounts, Property records, and process utility change requests and maintain associated documentation.

• Project Coordination: Take ownership of special projects and operational initiatives that improve efficiency and support portfolio performance. Continuously identify opportunities to improve processes, streamline workflows, and enhance operational effectiveness. Adapt quickly to changing priorities and willingly assume new responsibilities as the business evolves.

Traits We Value

• Trust and integrity

• Resourceful problem solver who exercises sound judgment and accountability

• A team player with the tenacity, curiosity, and drive to continuously learn and grow

• Customer focus, interpersonal savvy, and ability to work in a team environment and independently

• Strong verbal and written communication skills

• Strong priority setting, decisiveness, organizational, and time-management skills

Qualifications

• Required:

  • 1-3 years of related experience in a professional office environment
  • A proactive professional who takes initiative rather than waiting for direction
  • Strong organizational skills with exceptional attention to detail
  • Ability to prioritize competing deadlines in a fast-paced environment
  • Professional presence with excellent written and verbal communication skills
  • Confidence working with multiple personalities, leadership styles, tenants, vendors, and business partners
  • Strong financial and administrative aptitude with comfort learning operational systems and processes
  • Willingness to be hands-on, support field operations, and step outside a traditional administrative role when needed

• PREFERRED:

  • Bachelor’s degree in Business Administration, Accounting, or related field
  • Some undergraduate real estate courses or experience in property administration, ideally for retail properties, a plus
  • Prior related experience in the commercial real estate industry, legal field, or related field
  • Working knowledge of accounting software

Benefits

Our compensation and benefits package is very competitive and includes:

• 401(k) + Profit Sharing plan with generous company match
• Medical insurance plan options including 1 HSA with prescription drug coverage, telemedicine, Pharmacy Advisor, Medical Expert Option and Hinge Health (MSK)
• Dental insurance including coverage for adult & children orthodontics
• Vision insurance
• Family planning benefit with Frame Fertility
• Award-winning incentive-based wellbeing program
• Health Care and Dependent Care FSAPaid leave programs (parental, compassion, bereavement, jury duty, and military)
• Company-paid life/AD&D and disability
• Voluntary benefits (supplemental life/AD&D, critical illness, accident, hospital indemnity, and identity theft)
• Anniversary stock grant awards
• Educational assistance
• Health Advocacy + Employee Assistance Program (EAP) and Management Assistance Program (MAP)
• Matching charitable gifts
• Flexible paid time off
• Volunteer time off
• Paid holidays

Pay

The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience. The Connecticut hiring salary range for the Property Administrator position is between $70,000 and $80,000 annually.

Schedule

This is an in-office position, Monday through Friday from 8:00 AM to 5:00 PM, with opportunities to work in the field supporting property operations.