What are the responsibilities and job description for the Property Administrator position at Cohen Commercial Management LLC?
Benefits:
- Massage Envy Membership
- AFLAC
- 401(k)
- 401(k) matching
- Bonus based on performance
- Opportunity for advancement
- Paid time off
Full-Time · South Florida · Commercial · 3 Years Required
ABOUT THE OPPORTUNITY
Cohen Commercial is a boutique commercial real estate firm with an active management portfolio spanning office, industrial, retail, and mixed-use assets throughout Florida. We offer the resources and deal flow of a larger platform with the collaborative culture and direct client access that only a boutique firm can deliver.
We are seeking an experienced Lease Administrator & Property Operations Specialist to join our growing team. This is a broad, high-visibility role combining lease administration, property management support, and property-level accounting — giving the right candidate ownership over the full lifecycle of a tenancy, from lease execution through financial reporting. You will work directly alongside brokers, property managers, property accountants, and ownership, with real responsibility and genuine room to grow.
CORE RESPONSIBILITIES
LEASE ADMINISTRATION
ABOUT THE OPPORTUNITY
Cohen Commercial is a boutique commercial real estate firm with an active management portfolio spanning office, industrial, retail, and mixed-use assets throughout Florida. We offer the resources and deal flow of a larger platform with the collaborative culture and direct client access that only a boutique firm can deliver.
We are seeking an experienced Lease Administrator & Property Operations Specialist to join our growing team. This is a broad, high-visibility role combining lease administration, property management support, and property-level accounting — giving the right candidate ownership over the full lifecycle of a tenancy, from lease execution through financial reporting. You will work directly alongside brokers, property managers, property accountants, and ownership, with real responsibility and genuine room to grow.
CORE RESPONSIBILITIES
LEASE ADMINISTRATION
- Abstract, enter, and maintain all commercial lease data — including critical dates, rent schedules, options, and covenants — within lease management software (Yardi Voyager)
- Monitor and track critical lease dates: rent commencement, option deadlines, expirations, renewal windows, and tenant notice requirements; issue timely internal alerts
- Administer CAM, real estate tax, and insurance reconciliations; review landlord billings and dispute inaccurate charges on behalf of clients or ownership
- Coordinate with tenants, landlords, legal counsel, and brokers to facilitate lease amendments, estoppels, SNDAs, assignments, and subordination agreements
- Support the brokerage team with lease data analysis and due diligence for acquisitions, dispositions, and re-leasing efforts statewide
PROPERTY ADMINISTRATION
- Serve as a point of contact for tenant inquiries, maintenance requests, and service issues; coordinate timely resolution and follow-up to maintain strong landlord-tenant relationships
- Maintain complete property files including executed leases, amendments, certificates of insurance, vendor contracts, and inspection records; verify currency and compliance on a rolling basis
- Coordinate and track vendor service contracts, bid proposals, and approved scopes of work; assist property managers in ensuring vendor performance and contract compliance
- Open, assign, and monitor work orders through the property management platform; prepare monthly status reports on outstanding and completed maintenance items
- Track and manage tenant and vendor certificate of insurance requirements; maintain follow-up systems for expirations and ensure all parties remain in compliance
- Assist in the coordination of tenant move-ins and move-outs including space inspections, access setup, signage, and utility transfers
- Support preparation of board packages, ownership reports, and investor updates by compiling occupancy data, tenant status summaries, and property condition notes
PROPERTY ACCOUNTING SUPPORT
- Participate in the AP workflow as necessary
- Prepare and issue monthly tenant rent statements and additional rent billings; manage accounts receivable aging, track delinquencies, and assist in collections follow-up
- Assist in the preparation of annual operating budgets and monthly re-forecasts by providing lease-driven revenue schedules, expense projections, and occupancy assumptions
- Support month-end close by providing variance narratives on rental income, reconciling tenant ledgers, and flagging discrepancies between lease terms and posted transactions
- Coordinate with the property accounting team or outside CPA firm on year-end schedules, tenant audit responses, and documentation requests related to property financials
QUALIFICATIONS & REQUIREMENTS
- Minimum 3 years of experience in commercial lease administration, property administration, or a combined role within a commercial real estate environment
- Strong working knowledge of commercial lease structures — NNN, gross, modified gross, percentage rent — and the ability to interpret and apply lease language independently
- Demonstrated familiarity with property-level accounting concepts: accounts payable/receivable, CAM reconciliations, rent roll management, GL coding, and budget variance analysis
- Proficiency in property management and lease administration platforms such as MRI, Yardi, AppFolio, or similar enterprise software; experience running financial reports within these systems preferred
- Advanced Microsoft Excel skills, including the ability to build and maintain financial schedules, rent rolls, CAM workpapers, and budget models
- Bachelor's degree in Real Estate, Finance, Accounting, Business Administration, or a related field preferred; equivalent professional experience considered
- Florida real estate license a plus but not required
- Excellent written and verbal communication skills; ability to interface professionally and independently with tenants, vendors, attorneys, and executive stakeholders
- Highly organized, detail-oriented, and capable of managing multiple active portfolios across asset classes and Florida markets simultaneously
- Experience with office, industrial, or retail assets in South Florida or statewide Florida markets strongly preferred