Property Administrator - Part-Time

Position Overview We are seeking a Property Administrator who will play a critical role in ensuring our Houston, TX portfolio is running smoothly, and tenants are getting prompt responses. Responsibilities Office Management and Administration Serves as our first point of contact at our Houston, TX office. Maintains and updates tenant and vendor contact lists. Organizes and archives property and tenant files in SharePoint, including all correspondence. Directs tenant questions and requests via phone and email. Provides administrative support for a team of their assigned market. Handles all routine matters of the office including office systems, phones, supply orders and general office organization, setting up office for meetings, and keeping the overall presence of the office in a professional manner. Maintains a calendar for their assigned team on deadlines and events. Drafts defaults and other notices at PM direction. Utilizes Commercial Café to send out standard tenant notifications (holidays, closures, general announcements). Construction & Property Operations Serves as the first point of contact to route emergency maintenance matters with urgency. Tracks at the property level all operating, capital expenditures, and general, and administrative costs. Coordinates all tenant service requests through Facility Manager in Yardi starting with setting up the work order to manage the work order process. Schedules and tracks health and life safety inspections in Facility Manager. Ensures that lien waivers are collected and attached to invoices by contract terms. Assists Construction Manager with project updates and maintains the construction tracking board. Manages all tenant and vendor insurance reporting through Jones COI. Request roof repair requests through our RAVTI Roof Management platform. Prepares Move In and Move Out checklists on Monday.com and assigns responsibilities. Order welcome gifts for new tenants and arrange keys. Maintains utility tracking spreadsheets and verifies accounts with Yardi Energy Services (YES). Coordinates utility shutoff and turn‑on notices with tenants and providers. Drafts welcome packages and prepares 90‑day move‑out letters. Troubleshoots tenant issues on the Commercial Café portal. Reviews tenant account issues, particularly AR‑related concerns. Accounting Runs and distributes regularly scheduled A/R reports for the team. Maintains Lease Manager in Yardi; documents all AR collection efforts in tenant record with guidance from the Property Management team. Prepares AR adjustments and tenant billbacks. Codes all property invoices in a timely and accurate manner. Sets up new vendors (requesting COI and W9) in Yardi. Prepares monthly Commercial Billing Reports to ensure monthly rent billings are correct and prepare late fee and holdover rent report for PM to review. Reviews accruals and submit to PM for final review. Requirements / Qualifications Bachelor’s degree from a four‑year college or university in Business, Communications, or other related field; and 3+ years related experience and training; OR an equivalent combination of education and experience. Microsoft Suite: Calendar, Outlook, Word, Excel, Teams, etc. Yardi experience is a preferred. Strong creative problem‑solving skills. Effective written and oral communication skills. Benefit Offering We offer competitive compensation packages, comprehensive medical, dental, vision, and life insurance, FSA and HSA, 401k with match, PTO, paid and floating holidays, paid parental leave, professional development resources, and company discounts. EEO Statement Our company is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, genetic information, citizenship status, national origin, pregnancy, veteran status and or any other legally protected characteristics. We are committed to providing reasonable accommodation. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, walk, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear. The vision requirements include close vision and ability to focus. The employee may frequently lift and/or move up to 25 pounds. The above job description is not intended to be an all‑inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Management reserves the right to modify, add, or remove duties as necessary. #J-18808-Ljbffr Page Mechanical Group, Inc.