Property Administrator

Job Description

Job Description

We are looking for a highly organized Property Administrator to support our client in Portland, Maine. This Long-term Contract position plays a key role in coordinating daily apartment access, resident communication, and relocation logistics to help renovation work move forward smoothly. The person in this role will partner closely with residents, contractors, and internal teams to maintain safe, livable conditions and deliver a positive experience throughout the project.

Responsibilities:

• Serve as the primary point of contact among residents, contractor representatives, property staff, and resident services teams to keep renovation activities aligned and clearly communicated.

• Prepare and distribute tenant notices, packing materials, and other relocation-related items needed to support scheduled in-unit work.

• Organize day-to-day apartment access and move preparation, including helping residents clear work areas and ensuring belongings are repositioned as needed before and after construction activity.

• Work with contractors and support vendors to coordinate the movement, storage, or relocation of resident belongings when special arrangements are required.

• Inspect units before and after daily work to confirm apartments remain clean, secure, and suitable for residents returning home each evening.

• Maintain and update the master move and renovation schedule, track daily progress, and communicate delays or sequencing changes to the project team.

• Oversee hospitality space readiness for impacted residents during daytime work hours, including arranging supplies and coordinating with resident support staff.

• Review, document, and track moving expenses, relocation assistance claims, reimbursements, and other vendor-related costs associated with the project.

• Record resident concerns, satisfaction feedback, notices, and communication history while identifying opportunities to improve the relocation and renovation experience.

• Provide guidance and advocacy for residents navigating moves or disruptions related to apartment renovation work.

• Demonstrated experience in property management, administrative support, or logistics coordination within a resident-facing environment is preferred.

• Strong verbal and written communication skills, with the ability to work effectively with tenants, vendors, contractors, and internal stakeholders.

• Ability to build productive working relationships with diverse populations and collaborate appropriately with interpreters when needed.

• Proven capacity to manage multiple priorities at once while staying organized in a fast-paced, permanent onsite setting.

• Working knowledge of human services or community support resources that may assist residents during contract relocation or renovation periods.

• Proficiency with Microsoft Office applications and general computer systems used for documentation, scheduling, and record maintenance.

• Ability to handle physically active coordination tasks related to apartment preparation and furniture movement, including seeking assistance when necessary.