Job Details

Position Summary

The Property Administrator provides administrative and operational support to the Property Managers and Director of Property Management in the areas of tenant relations, vendor coordination, general accounting, and property operations. This role ensures the smooth day-to-day management of properties by maintaining accurate records, supporting financial processes, and providing exceptional customer service to tenants and vendors.

Key Responsibilities

Tenant and Vendor Support

• Respond to and manage maintenance and tenant requests in a timely and professional manner, ensuring tenant satisfaction is a top priority.
• Track, review, and distribute open work orders to Property Managers and Building Engineers for follow-up.
• Coordinate repairs and maintenance requests with vendors, Building Engineers, and Property Managers.
• Follow up with vendors regarding work completion, invoices, and service quality.
• Track and notify tenants of Certificate of Insurance (COI) expirations.
• Notify tenants through the tenant portal of upcoming repairs, inspections, or events.
• Assist with tenant move-ins and move-outs, ensuring all requirements are met and documentation is complete.
• Send residential tenants 30-day notices for upcoming lease renewals.
• Manage and post available residential units (e.g., lofts) on company social media and listing platforms such as Apartments.com.

Accounting and Financial Support

• Assist Property Managers with reviewing, coding, and tracking invoices, including recurring monthly invoices.
• Coordinate with accounting to ensure timely processing of vendor payments and tenant billings.
• Assist with tenant collections, including sending late notices and demand letters as needed.
• Support Property Managers in preparing annual budgets and operating expense reconciliations (CAM reconciliations).
• Track utility charges, maintenance costs, and other operating expenses as directed.

Administrative and Recordkeeping

• Maintain accurate and organized property files, including leases, vendor contracts, service agreements, and insurance certificates.
• Track service agreement expirations and assist with obtaining new vendor quotes or renewals.
• Maintain and update property information spreadsheets and shared databases.
• Create recurring work orders for standard building inspections and preventive maintenance.
• Prepare correspondence, reports, and tenant notifications as requested.
• Assist with special projects, property inspections, and other administrative tasks as assigned.

Team and Operational Support

• Support Property Managers and Building Engineers in daily operations and communication.
• Provide backup support during manager absences or high-volume periods.
• Assist with onboarding new tenants and vendors, ensuring all required documentation is received.
• Participate in staff meetings and contribute to continuous process improvements.
• Perform other duties as assigned; participate in new projects and initiatives as developed.

Qualifications

• Education: High school diploma or equivalent required; Associate or Bachelor's degree in business, real estate, or related field preferred.
• Experience: 2+ years of experience in property management, real estate administration, or related administrative support.

• Skills:
• Strong communication and organizational skills.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with property management software (e.g., Yardi, MRI, AppFolio, or similar) preferred.
• Ability to prioritize multiple tasks and meet deadlines.
• Attention to detail and strong customer service orientation.