Property Administrator

Position Summary

JEMB Realty Corporation is seeking a Property Administrator to provide administrative support to the Property Management team and serve as a primary point of contact for tenant needs at Herald Towers and Herald Center. This position sits out of Herald Towers and supports the residential tenants at Herald Towers as well as the retail tenants at both Herald Towers and Herald Center.

The Property Administrator plays a key role in day-to-day office operations, front-line tenant communication, and records management, while also assisting with the lease renewals process and related coordination and documentation. For the retail buildings, the role coordinates tenant requests and work orders, processes building service requests, manages tenant certificates of insurance and security access cards, and supports property accounting functions. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced property management environment.

Key Responsibilities

General & Administrative Support

• Provide general administrative support to the Property Management team, including correspondence, filing, scheduling, and office coordination.

• Receive, sort, and distribute mail on a daily basis.

• Answer and route calls and emails from tenants, vendors, and building staff to the appropriate contact within Property Management.

• Serve as a primary point of contact for tenant administrative needs, including inquiries, requests, and building procedure questions.

• Manage day-to-day operations through coordination of tenant requests and work orders, dispatching tasks received via BuildingLink, Building Engines, the tenant portal, phone, or email.

• Support and maintain documentation for bi-weekly operations meeting minutes.

• Order office, pantry, and building supplies as required.

• Handle ad-hoc and miscellaneous assignments as requested or directed by management.

Lease Renewals

• Assist with the lease renewals process (when needed).

Retail Tenant Support – Herald Towers & Herald Center

• Assist and support Property Management in maintaining efficient retail tenant relations and ensuring tenant satisfaction.

• Enter work orders as necessary, bill and close out work orders on a weekly and monthly basis, and run open and closed work order reports for review with relevant departments to ensure timely responses and closeouts.

• Maintain and process all Building Service Request forms (e.g., freight elevator, sprinkler, and smoke shutdown requests) in a timely and efficient manner.

• Provide retail tenants and vendors with assistance in scheduling building maintenance, and communicate building procedures and general building information.

• Create and maintain tenant and building security access cards.

• Notify Property Management of any repeat or concerning tenant issues.

• Update tenant and internal contact and emergency lists on a quarterly basis, or as directed, and distribute them to the necessary staff members.

Tenant & Customer Service

• Provide tenants with assistance and clear communication regarding building procedures and general information.

• Conduct weekly tenant traffic monitoring and prepare an analysis report of incoming grievances.

• Maintain and update company and tenant contact information on a monthly basis.

• Create, schedule, and send tenant and building notices for building services as instructed by the Management Team.

• Train, assist, and troubleshoot for tenants and employees, taking initiative to identify problems and provide solutions on an ongoing basis.

• Maintain a positive, professional atmosphere with tenants, customers, colleagues, and management.

Records, Database & Accounting Support

• Maintain, review, and update certificates of insurance (COI) for contractors, vendors, and tenants, and distribute as necessary.

• Maintain a highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, contracts, purchase orders, shared calendars, and other pertinent documents.

• Assist in creating and troubleshooting tenant and employee accounts across systems such as BuildingLink, Building Engines, Amazon Hub, Galaxy, ClickPay, and Latch.

• Assist in maintaining security deposit information and in tracking, requesting, and distributing security deposit refunds and guarantor checks.

• Support basic accounts payable functions via AvidXchange, including invoice coding, purchase orders, check requests, contract schedules, and payment inquiries.

• Support accounts receivable functions, including electronic rent payment deposits, rent checks, rent statement distribution, remittances to Busac, and liaising with accounting on rent discrepancies.

Qualifications

• Prior experience in property management, real estate administration, or a related administrative role preferred; experience supporting retail or commercial tenants a plus.

• Strong organizational skills with high attention to detail and accuracy.

• Excellent written and verbal communication skills; comfortable serving as a tenant-facing point of contact.

• Ability to manage multiple priorities and deadlines, particularly around lease renewal timelines and time-sensitive building service requests.

• Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with property management software (e.g., BuildingLink, Building Engines, ClickPay, AvidXchange) a plus.

• Professional, service-oriented demeanor with the ability to work collaboratively across residential and retail teams.

JEMB Realty Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.