Property Administrator

Job Description

Job Description

We are looking for a Property Administrator to support daily operations for a commercial property team in Miami, Florida. This Long-term Contract position is ideal for someone who enjoys keeping records accurate, coordinating vendors and tenant needs, and ensuring administrative processes run smoothly. The role blends office administration, compliance tracking, and tenant support while contributing to special projects and overall property management efficiency.

Responsibilities:
• Manage and monitor certificates of insurance for tenants and service providers, ensuring records remain current and compliant with property standards.
• Coordinate pest control appointments, maintain service documentation, and keep related schedules up to date.
• Oversee conference center reservations, assist tenants with usage needs, and help maintain an organized shared space.
• Create purchase orders, track supporting paperwork, and help maintain accurate procurement records.
• Review and process vendor invoices while assisting with onboarding documentation for new suppliers as needed.
• Maintain contract summaries, warranty logs, and other administrative records to support accurate property documentation.
• Prepare, distribute, and track vendor agreements and tenant communications in a timely and thorough manner.
• Organize tenant, vendor, and contract files according to recordkeeping requirements and provide general administrative support such as correspondence, scanning, copying, and filing.
• Assist property management with operational initiatives, special assignments, and backup coverage for tenant services during absences or high-volume periods.• 2-4 years of administrative experience, preferably in property management, real estate, or a related office environment.
• Strong organizational skills with the ability to handle multiple assignments and maintain close attention to detail.
• Clear written and verbal communication skills for working with tenants, vendors, and internal stakeholders.
• Ability to work independently, manage priorities effectively, and adapt quickly to changing business needs.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Experience supporting document management, scheduling, invoice handling, and compliance-related administrative tasks.
• Fast learner with a dependable approach to maintaining accurate records and following established procedures.