Commercial Property Administrator

Job Title: Property Administrator
Reports to: Property Manager
Summary:
Provide administrative and operational support to the assigned Property Manager(s) ensuring the highest level of
quality, confidentiality, and professionalism.
Key Responsibilities:
General Administrative Support
1. Process invoices for portfolio properties on a regular and ongoing basis
2. Receive, prioritize and distribute mail and telephone correspondence, may draft written responses when
necessary.
3. Create and maintain an accurate and efficient filing system for tenant files, lease files, lease termination,
management agreements, vendor files, service agreements, vendor certificate of insurance, maintenance
contracts, policies and procedures manuals, property/portfolio manuals, tenant manuals, and electronic files.
4. Prepare business expense reports and ensure that all expenses are submitted for approval within one
business day of receipt.
5. Schedule and coordinate complex activities such as onsite & offsite meetings, conferences, monthly Property
Management meetings, department activities, and annual Company retreat.
6. Type and design general correspondence, memos, charts, tables, graphs, reports, presentations, etc.
7. Create and maintain visual presentations, flyers, direct mailings, newsletters, and other marketing materials
while adhering to the Company’s strict graphic standards on all documents and presentation materials.
8. Schedule and coordinate complex travel arrangements including airfare, hotel accommodations, and ground
transportation.
9. Participate in Administrative Assistants’ shared duties (i.e.: receptionist area coverage, kitchen duties, etc.)
10. Assist with special projects as needed.
Property Manager Support
1. Assist assigned Property Manager(s) with tenant, property owner, project developer, etc. relations by
preparing tenant welcome letters, renewal gifts, and written communication.
2. Dispatching maintenance personnel as directed by Property Manager(s).
3. Audit tenant lease files and tenant insurance certificates to assure compliance with company policies and
procedures.
4. Create and distribute building correspondence, building maintenance correspondence, and building holiday
notification as directed by assigned Property Manager(s).
5. Maintain YARDI database working with leasing admin including adding new tenant, lease, and billing
information, as well as management agreement and lease agreement abstracts.
6. Assist with various accounting tasks related to budgets, billing, Executive Summaries, property rent rolls,
tenant rent statements, billing change notices, tenant payments, tenant ledgers, accounts payables and
receivables, collections, etc.
7. Assist with the production and maintenance of property books and tenant manuals.
8. Prepare and distribute delinquency reports, rent increase reports, Tenant and Vendor Contact List including
emergency numbers, etc.
9. Assist in reviewing other legal documents and working with Legal Department with any documents relating to
property management, including but not limited to, Service Agreements, legal correspondence, etc.
This job description in no way states or implies that these are the only duties to be performed by the employee(s)
incumbent in this position. Employee(s) will be required to work as a team and follow any other job related
instructions and to perform any other requested job-related duties. Team members are expected to perform these
duties with an enthusiastic attitude and to assist wherever necessary to accomplish the Company’s overall goals.
Minimum Requirements:
 High school diploma or GED required.
 Strong preference for Bachelor’s degree in related field.
 Minimum of five (5) years experience in commercial real estate as a property administrator or equivalent
position required.
 Advanced MS Outlook, Word, and Excel required. YARDI experience preferred.
 Must be very detail oriented and possess strong client-service, organizational, project management, and
communication skills, both written and oral.
 Experience in reading and interpreting real estate leases/contracts is preferred.
Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully
perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to have full range of mobility in upper
and lower body, be able to reach overhead, be able to reach overhead, be able to work in various positions,
including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of
time, be able to lift, pull and push materials and equipment, specific vision abilities include close vision, distance
vision, color vision, and ability to adjust focus, and be able to lift 25 pounds of weight occasionally throughout
workday.