Property Administrator

The Property Administrator provides comprehensive administrative and operational support for multiple commercial properties and their tenants. This role manages office administration, contract and insurance documentation, work order and purchase order systems, and supports property management activities to ensure smooth day-to-day operations and positive tenant relationships.

• Provide full administrative support to the property management team, including phone coverage, typing reports, filing, and distributing correspondence.
• Support multiple buildings and tenants and occasionally work at different property locations within the city as needed.
• Schedule and coordinate meetings and special events as requested by the property management team.
• Assist in lease administration activities, including maintaining tenant contact information and insurance records, and generating related reports.
• Prepare and coordinate bid proposals, service contracts, and approved invoices, and assist in the bidding process in alignment with established policies and procedures.
• Prepare and code invoices for review and approval by the Property Manager.
• Ensure the office is consistently stocked with required office supplies and other materials needed to maintain daily operations.
• Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software.
• Track and file contracts and insurance certificates and maintain a follow-up system to monitor expirations and renewals.
• Monitor and maintain the property maintenance work order system and prepare monthly status reports on tenant work orders for the Property Manager.
• Maintain the property purchase order system and ensure accurate documentation of orders and expenses.
• Maintain lease and contract files, as well as other records and documentation within the property management office.
• Promote and foster positive relationships with tenants and clients, and track and follow up on service calls as required.
• Assist with preparation of monthly and quarterly management reports and support annual budget preparation activities.
• Process management and maintenance staff hours, tenant bill-back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval.
• Provide phone support and professional communication with tenants, vendors, and internal stakeholders.
• Support a smooth transition to permanent employment by demonstrating reliability, initiative, and strong performance in the role.

• 12 years of experience in administrative support, property administration, or a closely related role.
• Strong multi-tasking abilities and the capacity to manage multiple priorities and properties simultaneously.
• Ability to pivot quickly and adapt to changing tasks, priorities, and locations.
• Excellent oral and written communication skills and the ability to be a great communicator with tenants, vendors, and colleagues.
• Ability to work independently with minimal supervision while also contributing effectively as a team member.
• Customer focus in working with both internal and external stakeholders.
• Strong organizational skills with attention to detail in documentation and filing.
• Effective interpersonal skills and the ability to build positive working relationships.
• Demonstrated initiative in identifying needs, solving problems, and following through on tasks.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related applications.
• Comfort and proficiency in working with computers, email, and standard office software.
• Ability to give and take direction and to interface with decision makers in a professional…