Property Administrator

Job Description

Job Description

Assistant Property Manager

We are seeking an experienced, proactive, and customer-focused Assistant Property Manager to support the day-to-day management and operations of a diverse commercial property portfolio. This role partners closely with the Property Manager to ensure properties are well-maintained, tenants receive exceptional service, and operational and financial goals are achieved.

Key Responsibilities

Property Operations

• Support the daily operations of assigned properties, including tenant communication, maintenance coordination, rent collection, and lease administration.
• Conduct regular property inspections to identify maintenance needs, ensure quality standards, and maintain compliance with applicable regulations.
• Coordinate maintenance, repairs, and capital improvement projects by working with vendors and contractors.
• Assist in developing and maintaining preventive maintenance schedules and property service programs.

Tenant Relations

• Serve as a key point of contact for tenants, responding promptly and professionally to inquiries, concerns, and service requests.
• Build and maintain positive tenant relationships through effective communication, problem-solving, and proactive engagement.

Financial Administration

• Support the preparation and monitoring of property budgets, helping track income and expenses to meet financial objectives.
• Assist with rent collection, payment tracking, delinquency follow-up, and related documentation.
• Help identify cost-saving opportunities and coordinate with vendors to secure competitive pricing and quality service.

Compliance & Documentation

• Stay informed on industry regulations and best practices to support compliance efforts.
• Maintain accurate property records, lease files, inspection reports, and operational documentation.
• Assist with resolving property-related issues and coordinating with internal teams and external partners when necessary.

Team Collaboration

• Support maintenance operations by coordinating with internal staff and third-party service providers.
• Work collaboratively with accounting, leasing, operations, and other departments to ensure efficient property management and a positive tenant experience.

• At least 1 year of experience in property administration, property management, or a related real estate support role.
• Bachelor’s degree in business, real estate, or a related field (preferred).
• Proficiency using the Microsoft Office suite/Microsoft 365, including Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Teams, and SharePoint.
• Proven experience as a Property Manager or in a similar role within the real estate industry.
• Strong knowledge of property management principles, practices, and applicable laws.
• Familiarity with property management software and systems. AppFolio a plus.
• Excellent interpersonal and customer service skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and make sound decisions.
• Effective communication skills, both written and verbal.
• Attention to detail and problem-solving mindset.