Property Management Administrator

Property Management Administrator (Part-Time)
Position Summary

The Property Management Administrator provides administrative and operational support to the Northern California Commercial Property Management team. This role serves as a key liaison between tenants, vendors, contractors, and internal departments while ensuring efficient office operations and accurate property records.

• Manage daily administrative functions including correspondence, document preparation, filing, phone support, and record maintenance.
• Maintain office occupancy records, tenant files, and property management databases.
• Order and manage office supplies.

• Serve as a primary point of contact for tenant communications and coordinate with maintenance, security, marketing, housekeeping, and other departments.
• Maintain current tenant and emergency contact information.
• Prepare tenant correspondence, including welcome letters, notices, rent increase notices, CAM reconciliations, and default letters.
• Maintain lease documentation and track compliance requirements, including insurance certificates, deposits, signage approvals, and move-in documentation.
• Collect tenant sales reports and upload data into Yardi.

• Review and verify Certificates of Insurance (COIs) for vendors, contractors, and tenants.
• Maintain vendor records and coordinate inspections, preventative maintenance, and contractor access.
• Assist with visitor, vendor, and contractor access coordination in partnership with security and janitorial teams.
• Maintain and update records in Yardi, Net Vendor, Commercial Café, Pay Scan, and Docu Sign.
• Process invoices and coordinate with Accounts Payable.
• Support leasing and property management teams with documentation, correspondence, and tenant file maintenance.

• Strong organizational, time management, and multitasking abilities.
• Excellent written, verbal, and customer service skills.
• High attention to detail and strong problem-solving skills.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Knowledge of office administration procedures and systems.

• Experience with Yardi, Docu Sign, Pay Scan, Net Vendor, or Commercial Café.
• Commercial or retail property management experience.

• High School Diploma or equivalent required; some college coursework preferred.
• 2-4 years of administrative experience in a professional office environment.
• Tenant relations experience is a plus.
• Regular use of computers, phones, and standard office equipment.
• Ability to travel locally to property locations as needed.
• Ability to lift up to 20 pounds and perform routine office and property-related activities.
• 401(k) with company match
• Medical, Dental, and Vision insurance
• Life insurance
• Vacation and Sick time
• Employee Assistance Program
• Flexible Spending Accounts & Health Savings Account