Property Administrator

Job Description

Job Description

We are looking for a Property Administrator to support day-to-day property management operations. This Long-term Contract position is ideal for someone who enjoys balancing tenant support, document control, invoice coordination, and office administration in a fast-paced environment. The role works closely with the property management team to keep records accurate, vendors compliant, and administrative processes running smoothly.

Responsibilities:

• Manage incoming property management correspondence, organize mail, and route tenant-related deliveries appropriately.

• Coordinate calendars and logistics for meetings, tenant activities, inspections, and other property-related events.

• Support vendor setup activities by using internal platforms such as Salesforce, Service Edge, Yardi, and Nexus to maintain accurate records.

• Review, code, and enter a high volume of invoices each month, while helping ensure charges are processed correctly and submitted on schedule.

• Prepare recurring billings for property expenses and assist in tracking payment status, past-due items, and follow-up needs with vendors or internal teams.

• Maintain contract and certificate of insurance records, monitor expiration dates, and request updated documentation when needed.

• Organize lease, vendor, tenant, insurance, and operational files in both digital and paper formats for easy retrieval and proper retention.

• Provide administrative support through report preparation, spreadsheet updates, correspondence drafting, and other ad hoc projects for the property management team.

• Oversee office supply levels and help maintain an orderly and welcoming property management office environment.

• Build positive working relationships with tenants, vendors, clients, and colleagues while handling sensitive information with discretion.

• Previous administrative experience in property management, real estate, or a related business environment.
• Strong customer service and communication skills, including the ability to interact professionally with tenants, vendors, and internal stakeholders.
• Experience handling invoices, documentation, filing, and general office coordination with a high level of accuracy.
• Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook.
• Ability to manage multiple priorities, monitor deadlines, and maintain organized records in both electronic and physical systems.
• Comfort learning and using business systems such as Yardi, Salesforce, Nexus, or similar operational platforms.
• Strong attention to detail, sound follow-through, and the ability to work effectively with confidential information.