Property Administrator

Job Description

Job Description

We are looking for a Property Administrator to support day-to-day administrative operations for commercial properties in Carmel, Indiana. This Long-term Contract position is ideal for someone who can manage competing priorities, communicate effectively with tenants and internal teams, and keep office processes organized and accurate. The role involves coordinating documentation, monitoring routine property administration tasks, and helping maintain a responsive and detail-focused environment across multiple buildings.

Responsibilities:

• Support administrative activities for multiple properties and provide tenant-facing assistance as needed across sites in Carmel, Indiana.

• Coordinate service agreement and bid documentation, assist with vendor proposal activity, and organize materials for review and approval.

• Review, prepare, and route invoices for approval while helping maintain accurate coding and related financial records.

• Keep the office supplied and organized by monitoring inventory levels and arranging replenishment of essential materials.

• Enter and maintain contract and insurance certificate details in the contract administration system with a strong focus on accuracy and timeliness.

• Track agreement and insurance expiration dates, maintain organized files, and follow up to ensure records remain current.

• Monitor maintenance work orders, update status information, and help prepare recurring reports for property leadership.

• Maintain purchase order records, lease documentation, and other property management files in an orderly and accessible manner.

• Build positive working relationships with tenants, respond to service-related inquiries, and document follow-up activity as required.

• Assist with periodic management reporting, budget preparation support, staff time processing, tenant bill-backs, meter readings, expense submissions, and check request coordination.

Requirements :

• 1-2 years of administrative support experience, preferably in property management, real estate, or a related office environment.

• Proficiency with Microsoft Office Suite, including the ability to manage documents, spreadsheets, correspondence, and routine reporting.

• Strong verbal and written communication skills with the ability to interact professionally with tenants, vendors, and internal stakeholders.

• Demonstrated ability to manage multiple tasks, adjust quickly to changing priorities, and work effectively with limited supervision.

• Solid organizational skills with close attention to detail in filing, contract tracking, invoice handling, and record maintenance.

• Customer-focused approach with the ability to maintain productive relationships and provide responsive service.

• Team-oriented mindset with strong interpersonal skills and a willingness to support shared office and property needs.