Property Administrator

Job Title: Property Administrator / Admin Svcs Coordinator Location: Washington, District of Columbia 20036 Pay rate: $20/hr - $23/hr on w2 (without benefits) Duration: 4+ months (Potential extension or conversion to FTE) Summary As an Administrative Services Associate, you will provide support for business operations by conducting processing invoices, updating, and maintaining databases, preparing company forms, and maintaining confidential files. Resource's typical working day Assist property management with a wide range of administrative tasks, including answering phones, communicating with tenants, managing digital and physical files, handling mail and courier services, and maintaining office supplies. Maintain organized and up‑to‑date records of building operations, ensuring all documentation complies with company policies and procedures. Track and maintain all Certificates of Insurance, ensuring accuracy and timely renewals. Review, process, and track accounts payable and receivable, including vendor invoices, payments, and monthly tenant billing statements. Work closely with the building operations team to compile maintenance needs; open, assign, coordinate, and monitor work orders across departments. Serve as a liaison between tenants and building management by distributing updates, organizing meetings, and supporting tenant events and meetings. Identify and resolve both routine and non‑routine issues within the scope of daily responsibilities. Contribute positively to the team through accurate work, reliable support, and high‑quality service delivery. Follow established procedures and guidelines while working under moderate supervision and direction. Demonstrate strong verbal and written communication skills. Maintain excellent attention to detail, strong organizational habits, and the ability to prioritize multiple tasks effectively. Possess proficiency in Microsoft Office Suite. Perform additional duties as needed to support property operations and management. Guest Reception Greet and welcome tenants, visitors, vendors, and clients in a professional and courteous manner. Maintain a clean, organized, and welcoming reception area. Answer and direct incoming calls promptly, providing accurate information or routing to the appropriate team member. Maintain confidentiality and professionalism when interacting with guests or handling sensitive information. Provide exceptional customer service by anticipating needs and addressing questions or concerns promptly. Enter invoices into the P2P (Procure-to-Pay) system, ensuring correct account codes, property assignment, and supporting documentation. Upload invoices and route them through appropriate approval workflows in P2P. Monitor invoice approval status and follow up with managers or approvers as needed to prevent delays. Track recurring invoices, utilities, and scheduled vendor payments to ensure timely processing. Coordinate with vendors regarding invoice discrepancies, missing documentation, or payment status inquiries. Purchase and Contract Orders Management Create and submit purchase orders (POs) in the P2P system for supplies, maintenance work, service contracts, and project-related expenses. Ensure all purchase orders include accurate scope descriptions, vendor details, contract terms, and cost coding. Route POs through the appropriate approval workflows within P2P and follow up to ensure timely authorization. Maintain tracking logs for all open purchase orders, monitoring status from submission through fulfillment. Support property management in adhering to procurement policies, financial controls, and compliance standards. Assist with drafting or updating service contracts, ensuring proper signatures, insurance compliance, and documentation. Track contract renewals, expirations, and service schedules to ensure continuous and compliant vendor coverage. Must Have Skills Excellent attention to detail, especially when handling invoices, contracts, and compliance documentation. Ability to prioritize multiple tasks in a fast‑paced environment Ability to provide professional, friendly, and solution‑oriented customer service. General Computer Knowledge Comfortable navigating various systems and applications; able to troubleshoot basic technical issues. General Office Skills Proficient in tasks such as filing, scheduling, handling phone calls, and maintaining organized workspaces. Professional Guest Reception Able to greet and assist guests in a courteous, confident, and professional manner. Email Management Skilled in composing, organizing, and responding to emails efficiently and with attention to tone and clarity. Knowledge of Microsoft Office Suite Familiar with tools such as Word, Excel, Outlook, and PowerPoint; capable of using them for day‑to‑day operations. Nice-to-Have Skills Ability to work effectively with property managers, engineers, vendors, and building staff. Willingness to assist in day‑to‑day operations to support overall building performance. Organized Able to multitask Team player Reliability and Attendance The role requires a high level of dependability, with consistent attendance and punctuality being essential to meet operational needs. Professional Expectations Regular and reliable attendance is a critical component of success in this position, as it directly impacts team performance and operational efficiency. Years of experience 2-3 years of experience in administrative roles or related fields Preferred, but not required: Background in property management Education At least a GED or equivalent experience required Software Skills General familiarity with common software applications Microsoft Office Suite (e.g., Word, Excel, Outlook, PowerPoint) Experience using email platforms and basic office productivity tools Interview Process 1-2 virtual and/or onsite #J-18808-Ljbffr Net2Source (N2S)