Property Administrator

Job Description

Job Description

Full-Time · South Florida · Commercial · 3+ Years Required

ABOUT THE OPPORTUNITY

Cohen Commercial is a boutique commercial real estate firm with an active management portfolio spanning office, industrial, retail, and mixed-use assets throughout Florida. We offer the resources and deal flow of a larger platform with the collaborative culture and direct client access that only a boutique firm can deliver.

We are seeking an experienced Lease Administrator & Property Operations Specialist to join our growing team. This is a broad, high-visibility role combining lease administration, property management support, and property-level accounting — giving the right candidate ownership over the full lifecycle of a tenancy, from lease execution through financial reporting. You will work directly alongside brokers, property managers, property accountants, and ownership, with real responsibility and genuine room to grow.

CORE RESPONSIBILITIES

LEASE ADMINISTRATION

• Abstract, enter, and maintain all commercial lease data — including critical dates, rent schedules, options, and covenants — within lease management software (Yardi Voyager)
• Monitor and track critical lease dates: rent commencement, option deadlines, expirations, renewal windows, and tenant notice requirements; issue timely internal alerts
• Administer CAM, real estate tax, and insurance reconciliations; review landlord billings and dispute inaccurate charges on behalf of clients or ownership
• Coordinate with tenants, landlords, legal counsel, and brokers to facilitate lease amendments, estoppels, SNDAs, assignments, and subordination agreements
• Support the brokerage team with lease data analysis and due diligence for acquisitions, dispositions, and re-leasing efforts statewide

PROPERTY ADMINISTRATION

• Serve as a point of contact for tenant inquiries, maintenance requests, and service issues; coordinate timely resolution and follow-up to maintain strong landlord-tenant relationships
• Maintain complete property files including executed leases, amendments, certificates of insurance, vendor contracts, and inspection records; verify currency and compliance on a rolling basis
• Coordinate and track vendor service contracts, bid proposals, and approved scopes of work; assist property managers in ensuring vendor performance and contract compliance
• Open, assign, and monitor work orders through the property management platform; prepare monthly status reports on outstanding and completed maintenance items
• Track and manage tenant and vendor certificate of insurance requirements; maintain follow-up systems for expirations and ensure all parties remain in compliance
• Assist in the coordination of tenant move-ins and move-outs including space inspections, access setup, signage, and utility transfers
• Support preparation of board packages, ownership reports, and investor updates by compiling occupancy data, tenant status summaries, and property condition notes

PROPERTY ACCOUNTING SUPPORT

• Participate in the AP workflow as necessary
• Prepare and issue monthly tenant rent statements and additional rent billings; manage accounts receivable aging, track delinquencies, and assist in collections follow-up
• Assist in the preparation of annual operating budgets and monthly re-forecasts by providing lease-driven revenue schedules, expense projections, and occupancy assumptions
• Support month-end close by providing variance narratives on rental income, reconciling tenant ledgers, and flagging discrepancies between lease terms and posted transactions
• Coordinate with the property accounting team or outside CPA firm on year-end schedules, tenant audit responses, and documentation requests related to property financials

QUALIFICATIONS & REQUIREMENTS

• Minimum 3 years of experience in commercial lease administration, property administration, or a combined role within a commercial real estate environment
• Strong working knowledge of commercial lease structures — NNN, gross, modified gross, percentage rent — and the ability to interpret and apply lease language independently
• Demonstrated familiarity with property-level accounting concepts: accounts payable/receivable, CAM reconciliations, rent roll management, GL coding, and budget variance analysis
• Proficiency in property management and lease administration platforms such as MRI, Yardi, AppFolio, or similar enterprise software; experience running financial reports within these systems preferred
• Advanced Microsoft Excel skills, including the ability to build and maintain financial schedules, rent rolls, CAM workpapers, and budget models
• Bachelor's degree in Real Estate, Finance, Accounting, Business Administration, or a related field preferred; equivalent professional experience considered
• Florida real estate license a plus but not required
• Excellent written and verbal communication skills; ability to interface professionally and independently with tenants, vendors, attorneys, and executive stakeholders
• Highly organized, detail-oriented, and capable of managing multiple active portfolios across asset classes and Florida markets simultaneously
• Experience with office, industrial, or retail assets in South Florida or statewide Florida markets strongly preferred