Property Administrator - Cincinnati

Property Administrator - Cincinnati

The Property Administrator plays a key role in supporting the property management team by handling a wide range of administrative and coordination tasks for commercial properties. This position ensures a high level of professionalism in all property-related matters, with a strong focus on timely response to tenant requests, accurate documentation, and smooth day-to-day office operations. The role follows a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. and is designed to transition from a contingent worker arrangement to a direct hire after several months, based on performance and business needs.

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.
• Assist with 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.
• 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.
• Monitor and maintain the property maintenance work order system, and prepare monthly reports for the property manager detailing the status of tenant work orders.
• Maintain the property purchase order system, ensuring that all purchase orders are accurately recorded and tracked.
• 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.
• Assist with 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.

Essential Skills

• 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.
• Customer focus with a commitment to providing responsive, courteous, and solution-oriented service to internal and external customers.
• 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.
• Ability to multi-task…