Accounts Payable Clerk

Job Title:
Property Administrator
- Accounts Payable

The Property Administrator provides comprehensive administrative and accounts payable support to the Property Management Team and helps manage the day-to-day operations of a portfolio of industrial and office buildings. This role serves as a key point of contact for tenants, vendors, clients, and internal team members, ensuring that property-related administrative tasks, invoice processing, and records are handled accurately, professionally, and on time.

The position is ideal for a detail-oriented, customer-focused professional with strong accounts payable and corporate office experience who is looking for a long-term opportunity with room for growth.

• Provide comprehensive administrative support to the Property Management Team, including answering phones, responding to correspondence, filing, scanning, and distributing documents.
• Collect, open, organize, and maintain all property management mail, and distribute building mail to tenants in a timely and accurate manner.
• Serve as a professional, responsive point of contact for tenants, vendors, clients, and internal team members, delivering excellent customer service.
• Schedule and coordinate meetings, tenant events, property inspections, and other activities as requested by the Property Management Team.
• Assist with lease administration, including maintaining tenant contact information, tracking tenant insurance requirements, and preparing related reports.
• Learn and utilize Salesforce and Service Edge to assist with onboarding new vendors into the Yardi system and support property management workflows.
• Prepare, code (where required), and enter approximately 300 invoices per month into Nexus for Property Manager review and approval, supporting a high-volume accounts payable environment.
• Create and process annual invoices for property-related expenses in coordination with the Property Management Team.
• Monitor and track monthly invoices to ensure they are submitted and paid accurately and on time in accordance with invoice due dates.
• Assist with monitoring outstanding invoices and follow up with vendors, accounting, or the Property Management Team to resolve issues and ensure timely payment.
• Ensure accurate and timely completion of contract and certificate of insurance information in the applicable contract administration software.
• Track and maintain vendor contracts and certificates of insurance in Yardi, including monitoring expiration dates and following up with vendors for updated documentation to ensure compliance.
• Maintain organized lease, contract, vendor insurance, tenant, and other property management files in both electronic and physical formats.
• Maintain electronic and physical filing systems so documents are easily accessible and properly retained in accordance with company standards.
• Assist the Property Management Team with reports, spreadsheets, correspondence, and other administrative projects as needed.
• Monitor office inventory and ensure the property management office is adequately stocked with office, kitchen, and other necessary supplies.
• Assist with maintaining a professional, organized, and welcoming property management office for tenants, visitors, and coworkers.
• Plan and support quarterly tenant events by ordering food, supplies, and coordinating logistics to create a positive tenant experience.
• Promote and foster positive relationships with tenants, vendors, clients, and coworkers through professional communication and responsive service.
• Maintain confidentiality of sensitive tenant, financial, contract, and property information at all times.
• Provide general administrative assistance to the Property Management Team and perform other duties,…