Property Administrator

Job Title: Property Administrator

Job Summary

The Property Administrator provides administrative and operational support to property management staff, ensuring the smooth day-to-day management of residential and/or commercial properties. This role serves as a key point of contact for tenants, vendors, and internal teams, handling documentation, communications, and coordination to maintain efficient property operations.

Key Responsibilities

Administrative Support

• Assist owner with daily administrative tasks
• Assist with maintaining accurate property records, leases, contracts, and tenant files
• Prepare correspondence, reports, and notices
• Prepare management agreements
• Manage filing systems (digital and physical)
• Assist with business development
• Assist with vacation rentals

Tenant & Customer Service

• Serve as a first point of contact for tenant inquiries and requests
• Assist with coordinating move-ins, move-outs, and lease renewals
• Track and follow up on maintenance requests and service issues
• Ensure timely and professional communication with tenants

Financial & Lease Administration

• Assist with invoicing, and expense tracking
• Assist with processing purchase orders, vendor invoices, and payments
• Support budgeting and monthly reporting as needed
• Assist with monitoring lease compliance and critical dates
• Oversee Eviction Process/track dates/court appearances

Vendor & Maintenance Coordination

• Schedule maintenance, inspections, and repairs
• Communicate with contractors and service providers
• Track work orders and ensure completion documentation is received
• Maintain vendor contact lists and insurance records
• Work directly with insurance adjustors on claims

Compliance & Reporting

• Help ensure properties comply with company policies and regulations
• Assist with audits, inspections, and compliance documentation
• Generate routine reports for management

Qualifications & Skills

Required

• Bachelor's Degree
• Previous administrative or office support experience
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Preferred

• Experience in property management or real estate
• Familiarity with property management software (e.g., Yardi, AppFolio, MRI)
• Basic understanding of leases and property operations

Personal Attributes

• Detail-oriented and highly organized
• Professional, courteous, and customer-focused
• Ability to multitask and prioritize in a fast-paced environment
• Reliable and proactive team player

Working Conditions

• Office-based with occasional site visits
• Standard business hours (may vary depending on property needs)