Property Administrator - Erlanger, KS

Property Administrator - Erlanger

The Property Administrator performs a wide range of administrative functions for the property management team, ensuring a high level of professionalism in all property-related matters. This role focuses on providing timely responses to tenant requests and concerns, supporting lease and contract administration, and maintaining accurate records and reports. The position operates Monday through Friday from 8:00 a.m. to 5:00 p.m., with an initial contingent assignment and a typical transition to direct hire after approximately five to six months.

The successful candidate brings strong Microsoft Office skills, a solid work ethic, and a self-starting attitude to support commercial property operations effectively.

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.
• Assist with lease administration activities, including 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 helping property managers ensure 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.
• Ensure prompt and accurate completion of contract details and certificates of insurance in contract administration software.
• Track and file contracts and insurance certificates, and maintain a follow-up system to monitor expiration dates.
• Monitor and 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.
• Assist with 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.

Essential Skills

• 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.
• Customer focus with the ability to provide responsive and professional service to internal and external customers.
• 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.
• 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.
• Basic understanding of customer service principles in a property or office setting.

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…