Property Administrator II

Company Description Join an Award-Winning Personal Injury Law Firm At The Ward Law Group, Our Mission Is Simple Changing Lives. One Client at a Time Recognized as one of the Best Places to Work for consecutive years, we are committed to delivering exceptional legal representation while creating an environment where talented professionals can grow, lead, and make a meaningful impact every day. We believe our people are our greatest asset. We foster a collaborative, innovative, and high-accountability culture where every team member is empowered to make informed decisions, continuously improve, and deliver exceptional results for our clients. Every role contributes directly to helping injured individuals navigate one of the most challenging times in their lives while supporting the continued growth and success of our firm. Our Core Values Faith – We act with integrity, honesty, and purpose in everything we do. Accountability – We take ownership of our work, our commitments, and the results we deliver. Leadership – We lead by example, inspire others, embrace continuous improvement, and develop high-performing teams. Loyalty – We build lasting relationships through trust, respect, and dedication to our clients, teammates, and community. Service to Our Clients – We are committed to delivering compassionate, responsive, and exceptional service that maximizes every client's opportunity for success. Service to Our Teammates – We foster a culture of collaboration, respect, support, and shared success where every team member has the opportunity to grow and thrive. Service to Our Community – We believe in making a positive impact beyond the workplace by serving and strengthening the communities where we live and work. If you are passionate about helping injured clients, thrive in a fast-paced, results-driven environment, and are committed to delivering exceptional client service while continuously growing your career, we invite you to join The Ward Law Group and help us change lives—one client at a time. Job Description We are seeking an experienced Property Administrator II to oversee the day-to-day operations of a commercial property while delivering an excellent experience for tenants and maintaining efficient, compliant building operations. This position is responsible for coordinating building maintenance, managing vendors, supporting property financials, maintaining tenant relationships, and implementing processes that improve operational efficiency. The ideal candidate is highly organized, comfortable taking ownership, and experienced in managing multiple priorities within a fast-paced commercial property environment. Key Responsibilities Property Operations & Maintenance Oversee building systems, including HVAC, elevators, fire and life-safety systems, security, and access controls. Implement daily, weekly, and monthly building inspection and maintenance procedures. Conduct weekly inspections of common areas and shared spaces. Coordinate A/C, maintenance, repair, and preventive maintenance activities. Establish daily maintenance priorities and follow through on completion. Coordinate renovations and repairs for vacant suites and offices. Manage tenant maintenance requests, service tickets, key fobs, and other property-related issues. Develop and maintain building safety checklists, emergency procedures, fire drills, and other preparedness activities. Vendor Management Manage vendors from initial request through project completion and payment. Monitor vendor performance, service quality, timelines, and costs. Collect invoices, W-9s, certificates of insurance, and other required documentation. Prepare and submit vendor check and payment requests. Identify opportunities to reduce costs and improve vendor performance. Tenant & Client Relations Serve as a primary point of contact for tenant operational needs. Build strong tenant relationships through regular communication, quarterly check-ins, and satisfaction surveys. Coordinate tenant move-ins, move-outs, walkthroughs, billing preparation, access, and key retrieval. Resolve tenant concerns professionally and promptly. Identify opportunities to improve tenant satisfaction and retention. Financial & Administrative Responsibilities Support and manage the property's operating budget, including expense tracking and forecasting. Maintain the property budget in Excel and prepare monthly updates for leadership. Collaborate with Accounting on CAM reconciliations, tenant billing, vendor payments, and other property financial matters. Review monthly tenant billing for accuracy before submission. Monitor rental billing timelines and assess applicable late fees. Manage collections and communicate with tenants regarding outstanding balances. Process security deposit adjustments and cash transfer requests within required timelines. Maintain accurate tenant records and property documentation. Process new tenant setups and suite transfers in Yardi. Compliance & Reporting Maintain property documentation necessary for regulatory and operational compliance. Coordinate audits and tracking for certificates of insurance/liability, business tax receipts, certificates of use, and other required documentation. Monitor compliance requirements and ensure outstanding documentation is resolved promptly. Establish operational benchmarks and regularly monitor property performance. Leadership & Process Improvement Develop processes and procedures that reduce downtime, improve efficiency, control costs, and strengthen tenant satisfaction. Delegate responsibilities effectively to support staff. Mentor staff on preventive maintenance planning, vendor follow-up, organization, and customer service. Establish priorities and performance expectations for property operations. Identify operational issues and implement sustainable solutions. Leasing, Marketing & Property Support Coordinate and conduct property tours for prospective tenants. Enter and maintain lead information in Yardi. Support property marketing initiatives, including digital marketing, lobby displays, tenant communications, and events. Collaborate with leadership to support occupancy and property revenue goals. Perform other duties and responsibilities as assigned to support the operational needs and objectives of the property and organization. Qualifications Required 3+ years of experience in commercial property management, property administration, building operations, or facilities management. Hands-on experience coordinating building operations, maintenance, vendors, and tenant requests. Experience managing vendor relationships from service request through completion and payment. Experience working with property operating expenses, billing, collections, budgets, or financial reporting. Experience conducting property inspections and coordinating preventive maintenance. Strong tenant/client service and problem-solving skills. Strong Microsoft Excel skills. Ability to manage multiple priorities and deadlines independently. Strong attention to detail, organization, follow-through, and communication skills. This is a full-time, on-site position based in our Miami Lakes, Florida office. Candidates must be able and willing to work on-site five days per week, Monday through Friday. Remote and hybrid work arrangements are not available for this position. Preferred Experience with Yardi or a comparable property management system. Commercial office or multi-tenant property experience. Experience with CAM reconciliations. Experience managing or supporting property operating budgets. Experience supervising, mentoring, or directing administrative or maintenance support staff. Knowledge of building safety, regulatory, and compliance requirements. Experience coordinating tenant move-ins, move-outs, renovations, and suite turnovers. Additional Information

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At The Ward Law Group, every role contributes to changing lives. We recognize our people are our strength. We are an equal opportunity (M/F/Disability/Veterans) and consider all applications without regard to race, gender, sexual orientation, gender identity, age, color, religion, national origin, veteran status, disability, genetic information or any other status protected by applicable law. We value our people, their varying perspectives and are committed to fostering an environment where they can bring their whole selves to work. In accordance with the Immigration Reform and Control Act of 1986, employment is contingent upon verification of identity and authorization to work in the United States. All persons hired will be required to complete Form I-9 and provide acceptable documentation as required by law. #J-18808-Ljbffr The Ward Law Group, PL