Property Administrator

Position Overview

The Property Administrator provides high-level administrative and clerical support to assigned Property Managers and Assistant Property Manager and their respective portfolios. This role focuses on office coordination, documentation management, communication support, and general administrative functions that ensure efficient daily operations. The position may also provide periodic support to other department personnel or corporate staff as directed by senior management.

Essential Functions

• Administrative Support & Office Operations
• Reports directly to the Assistant Property Manager.
• Act as the primary point of contact by answering and directing incoming calls and inquiries.
• Manage all incoming and outgoing mail, including express and overnight deliveries.
• Maintain organized and up-to-date property and tenant files in accordance with company standards.
• Draft, proofread, and distribute routine correspondence and general communications.
• Coordinate meetings, prepare materials as needed, and maintain office supply inventory.
• Monitor and track Certificates of Insurance and other required compliance documentation.
• Financial Processing & Billing
• Provide administrative support related to vendor payments and invoice documentation.
• Manage accounts payable and receivable communications with the accounting team, ensuring invoices are properly coded, reviewed for accuracy, and submitted for approval in accordance with established procedures.
• Monitor rent collections, prepare billings, and assist with annual budget preparation.
• Prepare accruals, variance reports, and detailed budget-to-actual commentary.
• Compile and distribute monthly operating reports, ensuring accuracy and adherence to reporting deadlines.
• Records & Data Administration
• Maintain and update tenant contact databases and internal tracking systems.
• Assist in preparing, formatting, and compiling reports, presentations, and supporting documentation.
• Support lease file management and document retention procedures.
• Ensure all administrative records are accurate, complete, and properly archived.
• Tenant & Vendor Administrative Coordination
• Prepare and distribute tenant notices, announcements, and routine communications.
• Provide logistical support for tenant events, safety meetings, and related initiatives.
• Assist with coordinating administrative tracking of tenant move-ins and move-outs.
• Maintain vendor files and provide clerical support related to service agreements and documentation.
  
  

Qualifications

• High School diploma or GED required; Associate’s or Bachelor’s degree preferred.
• Prior administrative experience required; commercial real estate experience preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Professional demeanor with strong written and verbal communication skills.
• Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Experience with property management software platforms is preferred.
  
  

Supervision Responsibilities

This position does not have direct supervisory responsibilities.

Working Conditions & Environment

• Ability to work in a fast-paced office environment with competing deadlines.
• Must be comfortable working both independently and collaboratively.
• This role is well-suited for individuals interested in developing a foundation in commercial property management administration.