What are the responsibilities and job description for the Property Administrator I position at Jamestown Management Corporation?
Jamestown
JOB DESCRIPTION
POSITION/LEVEL: Property Administrator
DEPT/OFFICE: Property Management DATE: April 2026
REPORTS TO: Property Manager
JOB SUMMARY:
The role of Property Administrator is to support the goals of the property. The Property Administrator acts as the first point of contact with tenants, vendors, and contractors. The primary purpose of this position is to support the General Manager in the administrative and management functions required for commercial real estate properties in accordance with company and industry best practices and is involved in all aspects of the day-to-day operations of the property. This role offers the opportunity to learn the ins and outs of property management.
MINIMUM QUALIFICATIONS REQUIRED:
- One to three years of progressively responsible related experience in a commercial property, tenant management setting
- Must have experience in administration and management of resources
- Experience with property management software preferred
- Proficiency in computer applications, including Microsoft Office, is required
ESSENTIAL JOB FUNCTIONS:
Administrative
- Greets office visitors and assists them as appropriate
- Processes and routes mail
- Maintains office equipment
- Assist in meeting the day-to-day administrative demands of the property
- Assist in administration of leases including but not limited to collection of rent, drafting notices, collecting sales, calculation of percentage rents, ensuring COI compliance, and all other lease requirements
- Assist with coordination of property events and creation of special event plans (tenant relations events, tenant meetings, fire drills, evacuations, holiday lunches)
- Review new leases and ensure creations of tenant files and related trackers
- Maintain contact lists including tenant, staff, emergency, contractor, and vendor lists
- Support compliance of the Operations Calendar and JCMC Operations Guide
- Maintains tenant and vendor files and communicates with tenants to relay property information/notices as directed
- Maintains Certificate of Insurance tracking log
- Maintains tenant contact lists
- May be responsible for handling property accounts receivable
- Collections and accounts payable coding and input as directed by Property Manager/General Manager
Vendor and Vendor Contract Management
- Assist with developing and maintaining positive vendor relationships
- Assist in preparing and managing bid documents related to operating and capital expense projects
- Assist and track contract agreements, work orders, purchase orders, and job cost forms for approved projects
- Manage A/P of invoices while resolving vendor calls and issues regarding payment of invoices
- Review operating expense invoices; compare to service agreements, contracts, work orders and purchase orders for accuracy
- Manage and distribute daily contractor activity schedules
- Assist vendors and contractors in setting up registration in ERC and Nexus
- Maintain COI information for vendors and contractors by tracking expiration dates and coverage
- Assist with monitoring of work order submissions and tenant requests
- Promote and encourage a hospitality mindset toward all tenants and patrons
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of:
- Knowledge of MS Office & Outlook Knowledge of basic property management tools and skills
Skill in:
- Organizational and interpersonal skills
- The ability to meet deadlines, accomplish work in order of priority; professionally maintain composure & effectiveness under pressure and changing conditions
- Self-motivation, leadership, teamwork and collaboration
- Conflict Management Resolution
- Detail-oriented, logical, and methodical approach to problem solving
- Written and verbal communication Working Conditions
- Responsibilities may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines