Property Management Administrator

Property Management Administrator (Part-Time) Position Summary The Property Management Administrator provides administrative and operational support to the Northern California Commercial Property Management team. This role serves as a key liaison between tenants, vendors, contractors, and internal departments while ensuring efficient office operations and accurate property records. Key Responsibilities Administrative & Office Support Manage daily administrative functions including correspondence, document preparation, filing, phone support, and record maintenance. Maintain office occupancy records, tenant files, and property management databases. Order and manage office supplies. Tenant Relations & Lease Administration Serve as a primary point of contact for tenant communications and coordinate with maintenance, security, marketing, housekeeping, and other departments. Maintain current tenant and emergency contact information. Prepare tenant correspondence, including welcome letters, notices, rent increase notices, CAM reconciliations, and default letters. Maintain lease documentation and track compliance requirements, including insurance certificates, deposits, signage approvals, and move-in documentation. Collect tenant sales reports and upload data into Yardi. Vendor & Property Operations Support Review and verify Certificates of Insurance (COIs) for vendors, contractors, and tenants. Maintain vendor records and coordinate inspections, preventative maintenance, and contractor access. Assist with visitor, vendor, and contractor access coordination in partnership with security and janitorial teams. Maintain and update records in Yardi, NetVendor, Commercial Café, PayScan, and DocuSign. Process invoices and coordinate with Accounts Payable. Support leasing and property management teams with documentation, correspondence, and tenant file maintenance. Qualifications Required Skills Strong organizational, time management, and multitasking abilities. Excellent written, verbal, and customer service skills. High attention to detail and strong problem-solving skills. Proficiency in Microsoft Office, particularly Word and Excel. Knowledge of office administration procedures and systems. Preferred Skills Experience with Yardi, DocuSign, PayScan, NetVendor, or Commercial Café. Commercial or retail property management experience. Education & Experience High School Diploma or equivalent required; some college coursework preferred. 2-4 years of administrative experience in a professional office environment. Tenant relations experience is a plus. Regular use of computers, phones, and standard office equipment. Ability to travel locally to property locations as needed. Ability to lift up to 20 pounds and perform routine office and property-related activities. 401(k) with company match Medical, Dental, and Vision insurance Life insurance Vacation and Sick time Employee Assistance Program Flexible Spending Accounts & Health Savings Account #J-18808-Ljbffr Shapell Properties Inc