Commercial Property Administrator

About MMI Realty Services

MMI Realty Services has been a trusted leader in commercial real estate since 1984, managing and leasing premier retail, office, and industrial properties across Hawaii, California, and Oregon. Guided by the philosophy of managing every property as if it were our own, we deliver high‑quality, personalized service and maximize the value of every asset we oversee.

We are seeking an experienced Commercial Property Administrator to support daily operations for a commercial property in the Ala Moana commercial district on Kapiolani Boulevard. This role blends administrative, financial, operational, and tenant‑facing responsibilities to ensure smooth, efficient, and professional property management operations. The ideal candidate is organized, detail‑oriented, and comfortable managing multiple priorities in a fast‑paced environment.

• Process invoices in payables software; ensure correct property coding and workflow routing.
• Reconcile company credit cards and employee expense reports.
• Support accounts receivable collections and documentation requests.
• Prepare work order billings, special billings, and month‑end reporting support.
• Maintain audit‑ready electronic and paper filing systems for financial and lease documents.
• Track and maintain tenant insurance certificates and compliance documentation.

• Serve as a primary point of contact for tenant inquiries, service requests, and general communications.
• Receive, log, and track tenant work tickets through completion.
• Coordinate tenant move‑ins/move‑outs, including keys, access cards, permits, and compliance documentation.
• Prepare and distribute tenant notices, memos, and correspondence.
• Maintain accurate tenant contact lists, emergency contacts, and communication logs.
• Support lease abstracting, critical date tracking, and document retrieval.
• Assist with property tours, inspections, and tenant meetings.
• Prepare and administer vendor contracts and RFPs (business terms provided by Manager).
• Track vendor expirations, renewals, insurance certificates, and compliance documentation.
• Maintain building records, site plans, as‑builts, and construction documentation.
• Support preventative maintenance scheduling and vendor communication.
• Coordinate vendor access, scheduling, and onsite work notifications.
• Assist with contractor onboarding and compliance verification.

• Track incident reports, safety documentation, and risk management records.
• Maintain records of property inspections, utility consumption, and recycling programs.
• Assist with capital project documentation, budgeting support, and progress tracking.
• Support company vehicle logs, mileage tracking, and billing records.
• Maintain office supplies, equipment, and inventory for the property management office.
• Assist with emergency preparedness documentation and tenant communication lists.
• Coordinate building signage, directory updates, and suite labeling.
• Support sustainability, energy management, and waste‑reduction initiatives.

• Manage calendars, schedule meetings, and coordinate conference rooms.
• Draft, edit, and distribute correspondence, reports, and presentations.
• Answer phones, greet visitors, and route inquiries professionally.
• Assist with marketing materials, property announcements, and event coordination.
• Support preparation of client reporting packages and asset management updates.

• High school diploma required; bachelor’s degree in business, accounting, or related field preferred.
• Minimum 3 years of administrative or property management support experience.
• Experience in commercial real estate strongly preferred.
• Proficiency in Microsoft Office Suite (Excel required).
• Experience with property management platforms (MRI,
  Yardi
  , Oracle) preferred.
• Strong organizational, time‑management, and multi‑tasking skills.
• Excellent written and verbal communication skills.
• Professional demeanor and strong customer service orientation.
• Ability to maintain confidentiality and handle sensitive information.

• Primarily office‑based with extended periods of computer use.
• Occasional travel to property sites; valid driver’s license required.
• Light lifting (