Property Administrator

Job Description

Job Description

Job Title: Property Administrator
Job Description

The Property Administrator provides comprehensive administrative and operational support to a commercial property management team. This role coordinates day-to-day office functions, supports lease and contract administration, assists with reporting and budgeting, and helps maintain strong relationships with tenants and service providers. The position is ideal for a detail-oriented professional who enjoys organizing information, managing multiple tasks, and delivering excellent internal and external customer service in a real estate environment.

Responsibilities

• Provide full administrative support to the property management team, including answering phones, typing reports, filing, and distributing correspondence.
• Schedule and coordinate meetings and special events as requested, ensuring all logistics and materials are prepared in advance.
• Assist with lease administration activities, including maintaining tenant contact information, tracking insurance information, and generating related reports.
• Prepare and coordinate bid proposals, service contracts, and approved invoices to support property operations.
• Assist in the bidding process and support Property Managers in ensuring compliance with established policies and procedures.
• Prepare and code invoices accurately for Property Manager review and approval.
• Ensure the office remains stocked with necessary office supplies and other items required to maintain efficient office operations.
• Ensure prompt and accurate completion of contract and certificate of insurance information within contract administration software.
• Track and file contracts and insurance certificates, maintaining a reliable follow-up system for expirations and renewals.
• Monitor and maintain the property maintenance work order system, and prepare monthly reports for the Property Manager on the status of tenant work orders.
• Maintain the property purchase order system and ensure accurate documentation of all related transactions.
• Maintain organized lease and contract files, as well as other records within the property management office.
• Promote and foster positive relationships with tenants and clients, including tracking and following up on service calls as required.
• Assist with the preparation of monthly and quarterly management reports, providing accurate data and documentation.
• Support annual budget preparation by gathering information, organizing data, and assisting with documentation.
• Process management and maintenance staff hours, tenant bill-back invoices, expense reports, monthly meter readings, and check requests for review and approval.
• Handle confidential information with discretion and maintain a professional demeanor when interfacing with decision makers and stakeholders.

• Strong oral and written communication skills, with the ability to interact professionally with tenants, clients, vendors, and internal teams.
• Demonstrated customer focus in serving both internal and external stakeholders.
• Excellent organizational skills, with the ability to maintain accurate records and manage multiple administrative processes.
• Effective interpersonal skills, with the ability to build and maintain positive working relationships.
• Initiative and the ability to work proactively with minimal supervision.
• Ability to multi-task and prioritize work in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to follow and give direction, and to interface professionally with decision makers while maintaining confidential information.
• High school diploma or GED equivalent.

• Bachelor’s degree is preferred.
• Customer service experience is preferred, especially in a property management, commercial real estate, or related environment.
• Experience or familiarity with property management, leasing, commercial property, real estate, or property administration is beneficial.
• Advanced proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook, is preferred.
• Experience with Yardi Systems or similar property management software is an asset.

This position operates in a professional office environment within a commercial property setting. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. Work involves both desk-based tasks and movement around the property as needed. The physical demands may include standing and walking for extended or continuous periods, ascending and descending staircases, ladders, and step stools, and traveling outside between buildings in varying outdoor weather conditions. The role also requires regularly remaining in a stationary position, sitting or standing for a significant portion of the workday, and frequently operating office machinery. The environment supports a collaborative property management team focused on responsive service, accurate documentation, and professional tenant and client interactions, with a standard professional office dress code.

Job Type & Location

This is a Contract position based out of Carmel, IN.

The pay range for this position is $18.00 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Carmel,IN.

This position is anticipated to close on Jun 12, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.