Office Administrator

Position Overview

We are seeking a highly organized, detail-oriented, and dependable Office Administrator to oversee daily office operations, support property management and compliance activities, maintain bookkeeping and financial records, coordinate commercial leasing documentation, and manage insurance administration.

The ideal candidate is proactive, resourceful, and comfortable handling multiple responsibilities with a high degree of accuracy and discretion. This role requires strong organizational and communication skills, sound administrative judgment, and the ability to manage deadlines while coordinating with vendors, tenants, contractors, accountants, insurance brokers, and other external parties.

Key Responsibilities

1. Office Administration & Executive Support

• Manage daily office operations, including filing, routing phone calls, handling deliveries and correspondence, ordering supplies, and paying office utilities.
• Maintain office equipment, IT support, and ensure office systems are functioning properly.
• Provide administrative and organizational support as needed.
• Maintain organized physical and electronic records, including financial, legal, insurance, and property documentation.
• Coordinate with vendors, tenants, and other parties as needed.

2. Property Management & Compliance

• Schedule and coordinate required property inspections, testing, repairs, and maintenance to ensure applicable regulatory and compliance requirements are met.
• Track compliance deadlines, inspection schedules, renewals, and required documentation.
• Coordinate with contractors, vendors, tenants, inspectors, and service providers to ensure timely completion of work.
• Maintain organized property records, service contracts, inspection reports, and compliance documentation.

3. Bookkeeping & Reporting

• Manage day-to-day bookkeeping and bank logs on QuickBooks
• Manage accounts payable and accounts receivable.
• Maintain organized financial records for outside accountants and tax preparation.
• Compile daily volume data.
• Prepare year-over-year volume reports and analyze historical operating data.

4. Leasing

• Update and finalize commercial leases (lease modifications, and extensions)
• Maintain lease files, track renewal and expiration dates.

5. Insurance

• Maintain insurance records, track renewal dates, and coordinate with brokers and insurance carriers for tenant certificates.
• Oversee the renewal and binding of company insurance policies.

Qualifications & Skills

• Previous experience in office administration, property administration, bookkeeping, or a similar administrative role.
• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook, and familiarity with electronic document management systems (BOX).
• Ability to manage multiple responsibilities, prioritize competing tasks, and meet deadlines independently.
• Strong written and verbal communication skills.
• Professional and effective communication with tenants, vendors, contractors, accountants, insurance brokers, and other external parties.
• Ability to maintain confidential financial, legal, insurance, and business information.
• Strong recordkeeping, follow-up, and problem-solving skills.
• Ability to work independently while exercising sound judgment and initiative.

Preferred Qualifications

• Experience supporting commercial property management or commercial real estate operations.
• Experience in QuickBooks and general bookkeeping practices.
• Familiarity with commercial leases, lease amendments, extensions, and renewal tracking.
• Experience coordinating property inspections, maintenance, regulatory compliance, and vendor services.
• Experience with commercial property insurance, policy renewals, and certificates of insurance.
• Experience preparing operational reports and analyzing historical business data.

Ideal Candidate

The successful candidate will be a reliable, self-motivated professional who takes ownership of responsibilities and follows tasks through to completion. They will be comfortable balancing routine administrative duties with time-sensitive financial, property, leasing, and insurance matters.

A strong candidate will anticipate upcoming deadlines, maintain accurate records, communicate effectively with internal and external contacts, and help ensure that office and property operations run smoothly and efficiently.

Compensation & Benefits

Compensation will be commensurate with experience and qualifications. Benefits and other employment details will be discussed during the hiring process.

How to Apply

Interested candidates should submit a resume outlining their relevant administrative, bookkeeping, property management, and insurance experience, along with any other qualifications applicable to the position.

Pay: $37.50 - $40.00 per hour

Expected hours: 20.0 – 40.0 per week

Work Location: In person

Salary : $38 - $40