Property Administrator

Job Title:

Property Administrator

Job Description

The Property Administrator supports the Property Management team in the day-to-day operations of a commercial property portfolio. This role serves as a primary point of contact for tenants, vendors, and internal stakeholders, ensuring that administrative, financial, and operational processes are completed accurately and on time. The successful candidate thrives in a fast-paced environment, communicates clearly and professionally, and consistently delivers high-quality customer service while managing multiple priorities.

Responsibilities

+ Provide comprehensive administrative support to the Property Management team, including preparing correspondence, reports, and other documentation, maintaining organized filing systems, and handling phone inquiries in a professional manner.

+ Coordinate meetings, tenant events, and special projects, ensuring all logistics, materials, and communications are well planned and executed.

+ Assist with lease administration by maintaining accurate tenant records, tracking insurance documentation, and generating related reports as needed.

+ Prepare and coordinate vendor bid packages, service contracts, and work authorizations, ensuring all required information is complete and accurate.

+ Process, code, and submit invoices for approval, maintaining accurate financial records and supporting accounts payable activities.

+ Maintain and organize purchase orders, contracts, lease files, and other property management documentation to ensure easy access and compliance.

+ Track vendor contracts and certificates of insurance, monitoring expiration dates and ensuring timely renewals and compliance with requirements.

+ Monitor and manage the property work order system, ensuring tenant maintenance requests are logged, tracked, and resolved promptly and accurately.

+ Prepare monthly reports on work order activity and operational performance to support ongoing property management and decision-making.

+ Serve as a primary point of contact for tenants, responding promptly and professionally to requests, questions, and concerns while providing excellent customer service.

+ Assist with monthly and quarterly financial reporting, including supporting the preparation of financial statements, variance explanations, and related documentation.

+ Support annual budget preparation by gathering data, updating schedules, and assisting with expense tracking and projections.

+ Assist with tenant bill-back processing, ensuring charges are accurately calculated, documented, and submitted in a timely manner.

+ Process maintenance and management payroll information, meter readings, and payment requests in coordination with internal processes and timelines.

+ Maintain office supplies, monitor inventory levels, and coordinate orders to ensure the office remains fully stocked and operational.

+ Support overall office operations, including use of standard office equipment and coordination with internal teams.

+ Provide administrative support to multiple managers overseeing a portfolio of approximately 18-24 properties, balancing priorities and deadlines across the portfolio.

Essential Skills

+ Demonstrated experience providing administrative support in a property management or similar professional environment.

+ Hands-on experience with property management administrative tasks such as lease administration, work order preparation, and documentation management.

+ Accounts payable experience, including invoice processing, coding, and submitting invoices for approval.

+ Ability to prepare and manage work orders and track maintenance requests through a work order system.

+ Strong organizational skills with the ability to multitask and manage competing priorities in a fast-paced environment.

+ Excellent written and verbal communication skills with a customer-focused approach.

+ High level of attention to detail and accuracy in handling financial and administrative data.

+ Proficiency in the Microsoft Office Suite, including Outlook, Word, and Excel.

+ Minimum of a high school diploma or GED.

Additional

Skills & Qualifications

+ Bachelor's degree preferred.

+ Experience in commercial…