Commercial Property Administrator

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New York, NY, US

Salary Range: $90,000.00 To $ Annually

Jamestown

JOB DESCRIPTION

POSITION/LEVEL:
Commercial Property Administrator I FLSA:
Non-exempt

DEPT/OFFICE:
Property Management DATE:
October 2026

REPORTS TO:
Property Manager

JOB SUMMARY :

The Commercial Property Administrator provides comprehensive administrative, financial, and operational support to the Property Management team for a high-profile, high-volume commercial property. The position plays an integral role in supporting day-to-day building operations, financial administration, vendor management, and event coordination.

This role is responsible for maintaining organization and accountability across property-related administrative functions, including invoice processing, expense reporting, procurement, vendor documentation, Certificates of Insurance, contract tracking, operational reporting, and project closeout documentation.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment with multiple internal departments, vendors, contractors, consultants, and stakeholders.

Work Schedule

• Monday through Friday, 9:00 AM - 6:00 PM.
• Rotating coverage of 10:00 AM - 7:00 PM will be required based on the operational needs of the property.
• This is an on-site position supporting an active commercial property.
• The Property Administrator must have flexibility to provide coverage outside of regularly scheduled hours, including weekends and holidays, based on business and operational needs.
• Schedule adjustments and additional coverage may be required to support special events, building operations, emergencies, vendor activities, and other property-related needs.

Key Responsibilities

Financial Administration & Accounts Payable

• Receive, review, code, and process property-related invoices for approval.
• Verify invoices against contracts, proposals, purchase orders, and approved scopes of work.
• Maintain an invoice tracker and follow invoices through the approval and payment process.
• Research and resolve invoice discrepancies, duplicate billings, missing documentation, and outstanding payments.
• Prepare and process Property Management expense reports and reimbursement requests.
• Coordinate with Accounting and vendors regarding invoice status, vendor setup, payment inquiries, and account reconciliation.
• Maintain organized financial records and supporting documentation.
• Assist Property Management with tracking operating expenses against approved budgets.
• Assist with accruals, forecasts, budget preparation, and other periodic financial reporting as requested.
• Maintain records of proposals, approvals, purchase orders, invoices, and payments.

Procurement & Office Administration

• Manage procurement of Property Management office supplies and routine operational materials.
• Maintain appropriate inventory levels and coordinate replenishment as necessary.
• Obtain pricing and proposals for routine purchases and services.
• Track orders from approval through delivery and invoice processing.
• Maintain records of purchases and ensure proper approvals are obtained.
• Coordinate office equipment, subscriptions, administrative services, and other Property Management needs.
• Maintain an organized Property Management office and electronic filing system.
• Collect and track Certificates of Insurance (COIs), W-9s, executed agreements, and other required vendor documentation.
• Review vendor submissions for completeness and elevate deficiencies to Property Management.
• Maintain a master vendor list with current contact and service information.
• Maintain a contract tracker identifying agreement terms, expiration dates, renewal dates, notice requirements, and other key milestones.
• Assist with obtaining proposals and coordinating vendor access to the property.
• Follow up with vendors regarding outstanding proposals, invoices, agreements, insurance documentation, and other administrative requirements.
• Maintain organized electronic files for all service agreements and vendor documentation.

Property Operations Support

• Provide daily administrative support to the Property Manager and Property Management team.
• Maintain operational trackers, logs, calendars, and property records.
• Assist with preparing building notices, correspondence, reports, meeting agendas, presentations, and other Property Management…