Property Administrator

Job Description

Job Description

Job Title: Property Administrator

Job Description

This role provides comprehensive administrative, accounting, and tenant relations support for a commercial property. The Property Administrator ensures accurate documentation, smooth day-to-day operations, and excellent service to tenants, vendors, and internal team members. This position is well-suited for candidates with foundational administrative skills who are eager to learn and grow within property management.

Responsibilities

• Provide direct administrative support to managers, ensuring they receive timely and accurate information.
• Track and maintain Certificates of Insurance (COI) for tenants and contractors, ensuring all records remain current and compliant.
• Organize and maintain filing systems for all property documents, including leases, legal correspondence, service contracts, reports, and payables.
• Regularly check, prioritize, and respond to emails to support efficient communication with tenants, vendors, and colleagues.
• Prepare express mail packages and manage office supplies related to mailing and administrative needs.
• Ensure compliance with management audit requirements by maintaining accurate records and documentation.
• Assist team members with budget preparation for the property, including gathering data and organizing supporting documentation.
• Manage accounts payable by entering invoices into the accounting system, coding them accurately, and obtaining required approvals for payment.
• Handle W-9 forms from vendors, ensuring all necessary tax documentation is collected and filed appropriately.
• Print Aged Delinquency reports and prepare and send delinquency letters to tenants in a timely and professional manner.
• Prepare manual adjustment forms for miscellaneous tenant service requests and ensure accurate processing.
• Assist with accounts receivable processes, supporting timely and accurate tenant billing and collections.
• Deliver superior customer service to tenants, clients, contractors, and vendors, addressing inquiries and concerns promptly and professionally.
• Review and update the Tenant Handbook as needed to ensure information remains accurate and current.
• Prepare tenant memos and correspondence as directed, ensuring clear and professional communication.
• Coordinate tenant move-ins and move-outs, including obtaining necessary authorizations and documentation.
• Maintain and regularly update tenant, employee, and contractor contact lists to ensure accurate and accessible information.
• Perform other duties as assigned by the manager to support overall property operations and team objectives.

Essential Skills

• Proficient knowledge of Microsoft Word, Excel, and PowerPoint.
• Ability to perform accurate data entry and maintain organized records.
• Strong customer service skills with the ability to interact professionally with tenants, clients, contractors, and vendors.
• Ability and willingness to learn new software applications used in property management, including platforms such as Yardi.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Effective written and verbal communication skills for preparing correspondence and interacting with stakeholders.
• Ability to work flexible hours when necessary, which may exceed standard 8-hour workdays or 40-hour workweeks.
• Preferred one year of related experience and/or training in administrative support or property management.
• Ability to support property management functions in a commercial property environment.

Additional Skills & Qualifications

• Associate or Bachelor's degree is preferred; an equivalent combination of education and experience will also be considered.
• Experience in the property management market is considered a plus.
• Familiarity with commercial property administration and property management processes is beneficial.
• Experience using property management software such as Yardi is an advantage.
• Strong attention to detail and accuracy in handling financial and administrative tasks.
• Demonstrated ability to work both independently and as part of a team in a fast-paced environment.
• Openness to candidates with limited or no prior property management experience who are motivated to learn.

Work Environment

This position is 100% on site in Columbia and is based within a commercial property environment. You will work closely with property management professionals, tenants, vendors, and contractors, using tools such as Microsoft Office and property management software like Yardi. The role may occasionally require flexible hours beyond a standard 8-hour workday or 40-hour workweek to support property needs and deadlines. The environment emphasizes professionalism, responsiveness, and strong customer service while providing opportunities to learn and grow within the property management field.

This is a Contract to Hire position based out of Columbia, MD.

The pay range for this position is $26.44 - $26.44/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 Columbia,MD.

This position is anticipated to close on Oct 20, 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® Platinum Award 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.