Property Administrator

About the role

The Property Administrator assists the Property Management and Engineering Team with fast‑paced, high‑volume day‑to‑day operations of an assigned portfolio of properties. Duties include organizing, coordinating, and updating portfolio‑specific information, programs, and files, as well as acting as a communications liaison with tenant contacts through memorandums, Building Engines, weekly tenant newsletters, and e‑mail.

Responsibilities

• Tenant Relationships
  • Participate as a building staff team member to support Owner and organizational goals.
  • Maintain good tenant relations through regular personal contact and respond to concerns, complaints, and questions.
  • Handle daily tenant maintenance requests received through Building Engines in a timely, professional manner.
  • Coordinate and deliver general tenant and employee communications via e‑mail and Building Engines, covering scheduled/unscheduled maintenance projects and emergencies.
  • Serve as the primary contact for answering office phone lines.
  • Assist in coordinating special or operational events (marketing events, tenant advisory board meetings, holiday decorations, tenant surveys).
  • Participate in regular building inspections.
• Operations
  • Maintain an open office Monday through Friday, ensuring after‑hours calls are transferred from the answering service.
  • Organize, update, and maintain portfolio files and systems, including:
    • Freight reservations, loading dock, and pass‑down calendars for tenants and vendors.
    • Tenant waiver form tracking for building amenities.
    • Fitness‑center requests, security access clearance, and annual audit of forms.
    • Conference‑room scheduling on Building Engines and Google calendars, coordination with day porters, and invoicing tenants for room use.
    • Tenant contact, emergency, and floor‑warden lists in both portfolio format and Building Engines, distributed monthly to Property Managers, Engineers, and Emergency Manuals.
    • Portfolio calendars (team, security pass‑down, conference‑room).
    • Security access clearance updates and bi‑annual audits.
    • Building signage requests and urgent printing/posting.
    • Support CPR, tenant floor‑warden trainings, and annual fire drills.
  • Organize, update, and maintain Tenant and Vendor Certificate of Insurance files, ensuring timely renewal uploads to electronic files and Building Engines; communicate promptly with management if vendors or tenants do not respond.
  • Assist with move‑in/move‑out processes:
    • Collect information from tenants via move‑in forms.
    • Order tenant signage prior to occupancy.
    • Update contact, emergency, and floor‑warden lists.
    • Monitor internal checklists to ensure all tasks are completed within one move of occupancy and notify PM of any delays.
  • Provide clerical support to Property Managers and Engineers, including:
    • Contract management, purchase orders, work authorizations, service contracts, and tracking to execution.
    • Updating MOD/EOD schedules and weekly phone notifications/alterations.
    • Creating and maintaining folders for tenant leases, construction, incidents, vendor contracts, etc.
    • Mailing and filing correspondence as requested.
    • Coordinating, copying, and mailing periodic reports (financial reports, tenant escalation letters, etc.).
    • Inventorying, ordering, and stocking office, kitchen, and copy‑machine supplies; ensuring LEED EB compliance for material purchases.
    • Maintaining backup copy‑machine supplies.
    • Scanning invoices and forwarding them to the property accounting team.
    • Ensuring tenants are invoiced for work beyond lease requirements.
    • Monthly reconciliation of team credit cards.

Qualifications

• 2+ years administrative experience.
• Proficient in Microsoft Word and Excel; effective business writing skills.
• Associate’s degree in business management (preferred) or equivalent knowledge/experience.
• Commercial real‑estate experience preferred but not required.

Skills & Abilities

• Ability to exercise discretion, work independently or with minimal oversight, and use independent judgment.
• Knowledge of general office policies, administrative procedures, and practices.
• Strong English reading, writing, speaking, and comprehension skills.
• Physical ability to operate a telephone, computer, 10‑key keypad, type at least 40 wpm, sit for extended periods, and occasionally lift/carry up to 40 lb.
• Experience managing a work‑order system: entering, tracking, uploading supporting data, and following up.
• Excellent organizational, computer, and communication skills.