The Property Administrator is an integral member of the commercial property management team, providing essential administrative, operational, and client support to ensure the seamless management of office buildings, retail centers, industrial parks, or mixed-use commercial properties. This role serves as the foundation for day-to-day operations, working closely with property managers, building engineers, vendors, and tenants to uphold the highest standards of service, efficiency, and professionalism.

• Act as the first point of contact for tenant inquiries, requests, and concerns, delivering timely and courteous communication.
• Coordinate building communications, including memos, email notifications, and newsletters to keep tenants informed of building updates, maintenance, events, and policies.
• Assist in processing work orders and track completion, ensuring tenant satisfaction and prompt issue resolution.
• Schedule and support tenant meetings, amenity reservations, or community events within the property.
• Maintain accurate property and tenant files, physical and electronic, ensuring confidentiality and regulatory compliance.
• Prepare and distribute correspondence, reports, notices, and other documents as required by the property manager or team.
• Process building invoices, purchase orders, and expense reports; assist with accounts payable/receivable as directed.
• Order and inventory office supplies, building equipment, and materials, liaising with vendors as needed to support property operations.
• Schedule and coordinate property inspections, maintenance, and repairs with vendors and contractors, ensuring minimal disruption to tenants and adherence to service standards.
• Assist in sourcing, onboarding, and maintaining relationships with janitorial, landscaping, security, and maintenance vendors.
• Track vendor performance, collect insurance certificates, and ensure compliance with contractual agreements and property policies.
• Facilitate bid requests and proposals for building services, collecting and organizing responses for review by the property manager.
• Support the property manager in lease administration tasks, such as tracking lease commencement/expiration dates, renewal options, and critical timelines.
• Assist with new tenant move-ins and move-outs, providing necessary information, documentation, and logistical support.
• Help with the collection and documentation of tenant insurance certificates, security deposits, and other required documents.
• Participate in regular property inspections to identify maintenance issues, safety hazards, or areas for improvement, escalating as appropriate.
• Help implement emergency preparedness procedures, maintain emergency contact lists, and distribute safety communications to tenants and vendors.
• Assist with the coordination of annual fire/life safety drills and other compliance-related activities.
• Help with tracking operating expenses, budget preparation, and monthly reporting as directed by the property manager.
• Collect and organize utility bills, service invoices, and other financial records for review and processing.
• Assist in maintaining rent rolls, delinquency reports, and expense summaries to support financial transparency and accountability.
• Update and maintain databases of tenant contacts, vendors, emergency procedures, and building documents.
• Support the implementation of technology initiatives to streamline operations and improve tenant services.

• High school diploma or equivalent required; associate’s or bachelor’s degree in business, real estate, or related field preferred.
• 1-3 years of administrative, customer service, or property management experience, preferably in commercial real estate.
• Strong written and verbal communication skills; ability to interact professionally with tenants, vendors, and team members.
• Proficient with Microsoft Office Suite; experience with property management or accounting software is an asset.
• Exceptional organizational skills, keen attention to detail, and ability to manage multiple tasks in a fast-paced environment.
• Demonstrated problem-solving skills and a proactive approach to operational challenges.
• Strong sense of discretion and ability to handle confidential information responsibly.
• Ability to work independently and collaboratively as part of a team.

Compensation: $25.00 – 29.00 per hour, plus annual discretionary bonus eligibility. We offer a competitive benefits package for full-time, regular team members that includes group medical, dental, vision, life, and disability benefits, as well as critical illness and accident insurance. Additionally, we provide participation in pre-tax flexible benefits plans for healthcare and dependent care reimbursement, and an employee assistance program. We also offer paid time off, paid holidays, and are proud to offer participation in a 401(k) plan with a company match.