Property Administrator - Erlanger, KS

Responsibilities

• Provide full administrative support to the property management team, including answering phones, typing reports, filing, and distributing correspondence.
• Schedule and coordinate meetings and special events as requested by property management.
• Aid in lease administration activities, such as maintaining tenant contact information, tracking insurance documentation, and generating related reports.
• Prepare and coordinate bid proposals, service contracts, and approved invoices, supporting the bidding process and ensuring compliance with internal policies and procedures.
• Prepare, code, and route invoices for property manager review and approval.
• Ensure the office remains stocked with necessary office supplies and other items required to maintain daily operations.
• Maintain the property maintenance work order system and prepare monthly reports for the property manager on the status of tenant work orders.
• Maintain the property purchase order system, ensuring accurate documentation and tracking.
• Maintain lease and contract files, as well as other records located within the property management office, in an organized and accessible manner.
• Promote and foster positive relationships with tenants and clients, tracking service calls and ensuring professional, timely follow-up.
• Assist with the preparation of monthly and quarterly management reports.
• Aid in annual budget preparation by providing data, documentation, and administrative support.
• Process management and maintenance staff hours, tenant bill-back invoices, expense reports, monthly meter readings of properties, and check requests for review and approval.
• Communicate clearly and professionally with internal and external stakeholders to support smooth property operations.
• Handle additional duties and responsibilities as assigned, which may vary slightly based on regional location.

Requirements

• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook, with the ability to handle a high volume of administrative tasks.
• Strong administrative support skills, including phone handling, report typing, filing, and document distribution.
• Demonstrated communication proficiency, both oral and written, to interact effectively with tenants, clients, and internal teams.
• Strong organizational skills, with the ability to manage multiple files, contracts, and tasks simultaneously.
• Effective interpersonal skills to build and maintain positive working relationships.
• Initiative and a self-starting work ethic, with the ability to work independently and proactively.
• Ability to multi-task and manage competing priorities in a fast-paced office environment.
• Attention to detail and accuracy in data entry, documentation, and reporting.
• Experience with property management or commercial property administration is beneficial.
• Familiarity with accounts payable (AP) and accounts receivable (AR) processes is a strong plus and can be taught on the job.
• Experience working with property maintenance work order systems and purchase order systems is helpful.
• Basic understanding of customer service principles in a property or office setting.

Essential Skills

• High school diploma or GED equivalent.
• Ability to follow and give direction and to interface with decision makers in a professional manner.
• Ability to maintain confidential information with discretion.

Additional Skills & Qualifications

• Bachelor’s degree is preferred.
• Customer service experience is preferred.
• Experience in property management or commercial property administration is beneficial.
• Experience with property administration, including lease administration and contract administration, is an advantage.
• Familiarity with accounts payable (AP) and accounts receivable (AR) processes is a strong plus and can be taught on the job.
• Experience working with property maintenance work order systems and purchase order systems is helpful.
• Attention to detail and accuracy in data entry, documentation, and reporting.
• Ability to prepare and coordinate bid proposals, service contracts, and invoices.
• Comfort using contract administration software and tracking certificates of insurance.
• Strong administrative organization skills, including maintaining orderly files and tracking key dates and expirations.
• Interest in learning and adapting to region-specific processes and requirements.