Property Administrator - Cincinnati

Responsibilities

• Perform comprehensive administrative support for the property management team, including answering and directing phone calls, typing and formatting reports, filing documents, and distributing correspondence in a timely and accurate manner.
• Schedule and coordinate meetings and special events as requested, ensuring all logistics, materials, and communication are properly managed.
• Aid in lease administration activities by maintaining tenant contact information, tracking insurance documentation, and generating related reports to support property managers.
• Prepare and coordinate bid proposals, service contracts, and approved invoices, and assist in the bidding process to help ensure compliance with internal policies and procedures.
• Prepare, code, and submit invoices for property manager approval, ensuring accuracy and adherence to accounting standards.
• Maintain office inventory and ensure the office is consistently stocked with necessary supplies and materials to support daily operations.
• Monitor office inventory and ensure the office is consistently stocked with necessary supplies and materials to support daily operations.
• Ensure prompt and accurate completion of contract and certificate of insurance information within contract administration software.
• Track and file contracts and insurance certificates, and maintain a follow-up system to monitor expirations and renewals.
• Maintain the property maintenance work order system, and prepare monthly reports for the property manager detailing the status of tenant work orders.
• Maintain lease files, contract files, and other records within the property management office, organizing documents for easy access and compliance.
• Promote and foster positive relationships with tenants and clients by providing professional, courteous service and tracking service calls as required.
• Aid in the preparation of monthly and quarterly management reports, providing accurate data and supporting documentation.
• Support annual budget preparation by compiling information, assisting with data entry, and organizing relevant financial and operational details.
• Process management and maintenance staff hours, tenant bill-back invoices, expense reports, monthly meter readings, and check requests for review and approval in accordance with accounting procedures.
• Collaborate with property managers and other team members, taking direction as needed and contributing proactively to process improvements.
• Handle other related duties and responsibilities as assigned, adapting to changing needs and priorities within the property management office.

Requirements

• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and other common applications, with the ability to manage a high volume of tasks and documentation.
• Demonstrated communication proficiency, both oral and written, with the ability to interact professionally with tenants, clients, vendors, and internal stakeholders.
• Excellent organizational skills with the ability to manage multiple tasks, maintain accurate records, and meet deadlines in a fast-paced environment.
• Strong interpersonal skills that support positive working relationships with tenants, clients, and colleagues.
• Initiative and a strong work ethic, with the ability to act as a self-starter who takes ownership of tasks and follows through to completion.
• Able to multi-task effectively, prioritizing responsibilities and adjusting to changing demands.
• Attention to detail and accuracy in handling contracts, invoices, certificates of insurance, and other documentation.
• Experience in contract creation, administration, and tracking is helpful.
• Experience in lease administration, including tenant communication and documentation management, is desirable.
• Strong organizational and time management skills that support consistent follow-up on work orders, contracts, and reporting requirements.
• Ability to build and maintain positive relationships with tenants and clients through professional, service-oriented interactions.

Essential Skills

• High school diploma or GED equivalent.
• Experience in property management, leasing, or commercial property administration is beneficial.
• Familiarity with property management software such as Yardi or similar platforms is a plus.
• Experience with accounts payable (AP) and accounts receivable (AR) processes is a strong advantage, though training can be provided.
• Attention to detail and accuracy in handling contracts, invoices, certificates of insurance, and other documentation.
• Experience in contract creation, administration, and tracking is helpful.
• Experience in lease administration, including tenant communication and documentation management, is desirable.
• Strong organizational and time management skills that support consistent follow-up on work orders, contracts, and reporting requirements.
• Ability to build and maintain positive relationships with tenants and clients through professional, service-oriented interactions.