Property Management Administrator

Job Description

Job Description

Location: San Antonio, 78229 (Medical Center)
Schedule: Monday–Friday, 8:00 AM–5:00 PM

LeadingEdge Personnel is looking to hire a Property Management Administrator for one of our premier clients. This role supports the operational and administrative functions of commercial real estate properties. This position serves as a key liaison among tenants, vendors, and the property management team, helping ensure responsive tenant service and smooth day-to-day property operations.

Although primarily office-based, the position includes regular property walkthroughs and site inspections. The ideal candidate is organized, detail-oriented, service-focused, and comfortable working in a fast-paced property management environment.

Essential Responsibilities:

Operations and Administrative Support

• Manage electronic filing, maintain internal databases, and ensure property records remain accurate and current.
• Monitor and coordinate daily work orders with building maintenance personnel.
• Support the property management team with budget tracking, report preparation, ongoing assignments, and special projects.
• Complete regular property walkthroughs and site inspections to identify operational or maintenance needs.

Tenant Relations

• Respond promptly and professionally to tenant questions, concerns, and service requests.
• Conduct tenant and property walkthroughs to proactively identify needs and help resolve concerns.
• Coordinate tenant appreciation events and related communications.
• Maintain positive and professional relationships with tenants and property representatives.

Financial and Accounting Support

• Review tenant bill-backs for accuracy and submit approved documentation to accounting.
• Assist with budget preparation by researching supply and service costs and obtaining bids as directed.
• Review, code, and process vendor invoices related to property operations.
• Work closely with the accounting team to reconcile expenses and ensure costs are properly documented and allocated.
• Maintain organized accounts payable records, including contracts, W-9 forms, invoices, and supporting documentation.

Vendor Management

• Schedule vendor services for assigned properties to support timely, cost-effective, and high-quality maintenance.
• Coordinate with vendors and service providers regarding scheduling, documentation, invoices, and payment status.
• Follow up with vendors to ensure services and repairs are completed within the required timeframe.
• Maintain organized vendor contact, contract, and service records.

Compliance and Documentation

• Maintain compliance and insurance records for all three buildings.
• Track tenant and vendor certificates of insurance, regulatory filings, and operational documentation.
• Review documentation for accuracy, completeness, and timely renewal.
• Follow up with tenants and vendors regarding missing or expired documents.

Qualifications

• High school diploma required; associate or bachelor’s degree in business, real estate, or a related field preferred.
• Two to four years of experience in property management or administrative support.
• Strong organizational, prioritization, and multitasking skills.
• Excellent written and verbal communication abilities.
• Strong customer service and problem-solving skills.
• Proficiency with property management software, such as Yardi or MRI.
• Familiarity with lease terms, property regulations, accounts payable processes, and vendor documentation preferred.
• Proficiency with email, spreadsheets, databases, printers, scanners, and other standard office technology.
• Ability to work independently while supporting a collaborative property management team.

Physical Requirements

• Ability to sit for prolonged periods and perform frequent computer work, including typing and screen use.
• Ability to stand and walk for extended periods during building walkthroughs, inspections, and on-site support.
• Ability to lift and carry up to 25 pounds.
• Ability to use a telephone and standard office equipment

We are looking for people who are reliable and seeking to make a change in their lives to accomplish long-term goals as well as growth within a company.

Company Description

We are looking for people who are reliable and seeking to make a change in their lives to accomplish long-term goals as well as growth within a company.