What are the responsibilities and job description for the Property Administrator position at Professional Alternatives?
Property Administrator (Contract Opportunity)
Location: Downtown Nashville, TN
Pay Rate: $25–$27 per hour
Start: Immediate/ASAP
Position Overview
We are seeking a motivated Property Administrator to support a mixed-use property in downtown Nashville. This is a contract opportunity with an immediate start, offering the potential to be considered for a full-time position based on performance.
In this role, you will provide essential administrative support to the Property Management and Engineering teams, ensuring smooth day-to-day operations while delivering excellent tenant and vendor service.
Key Responsibilities
Administrative Support
- Greet visitors and manage incoming calls, directing inquiries appropriately
- Draft and distribute correspondence for Property Management and Engineering teams
- Maintain shared calendars, conference room schedules, and office coordination via Outlook
- Provide general administrative support and assist with special projects
Financial & Reporting Support
- Process accounts payable, including coding and uploading invoices, setting up vendors, and researching discrepancies
- Ensure invoice coding aligns with budget guidelines and follow up on payment status
- Prepare and submit purchase orders and expense reports for multiple team members
- Assist with annual escrow and CAM reconciliation letters
Tenant & Vendor Coordination
- Serve as a point of contact for tenant and vendor inquiries, including AP/AR questions and service requests
- Dispatch tenant requests through the work order system and track completion
- Maintain vendor and tenant records, including Certificates of Insurance
Office Operations & Facilities Support
- Order and manage office, kitchen, and engineering supplies
- Maintain cleanliness and organization of conference rooms and shared spaces
- Coordinate leasing and maintenance of office equipment (copiers, phones, etc.)
Data Management & Compliance
- Perform data entry tasks, including Energy Star reporting and utility tracking
- Maintain and distribute key operational documents, including: emergency contact lists, tenant directories, contractor lists, building rules and regulations, daily security memos
Events & Additional Support
- Assist with tenant events, marketing initiatives, and property amenities
- Support the team with ad hoc administrative and operational tasks as needed
Requirements
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Strong organizational and time management skills
- Excellent customer service and communication abilities
- Ability to work independently with minimal supervision
- Availability to work onsite Monday–Friday, 8:00 AM – 5:00 PM
- Familiarity with MRI, Kardin, Concur, Electronic Tenant Solutions (ETS), Adobe, and Canva
- Previous commercial real estate experience highly preferred
Salary : $25 - $27