Property Administrator

Commercial Office & Retail Properties

Keep Our Properties Running Smoothly While Building Great Relationships

Are you organized, customer-focused, and the type of person who loves keeping everything on track? We're looking for a Property Administrator to join our team and support the day-to-day operations of our commercial office and retail properties, One and Two Towne Square.

In this role, you'll work closely with the Property Manager, tenants, vendors, and building staff to help create a positive tenant experience while ensuring the properties operate efficiently. No two days are exactly alike, making this a great opportunity for someone who enjoys variety, problem-solving, and building relationships. You'll thrive in this role if you're a proactive problem-solver who enjoys helping people, staying organized, and taking ownership of your work. We're looking for someone who is professional yet approachable, comfortable working independently, and excited to be part of a team that takes pride in delivering exceptional service to our tenants.

Why You'll Love This Role

• Be the go-to person who helps keep operations running smoothly
• Work with a variety of tenants, vendors, and business professionals
• Enjoy a mix of administrative, customer service, and accounting responsibilities
• Join a collaborative team where your contributions are valued
• Gain exposure to commercial real estate and property management

What You'll Do

Tenant Relations

• Serve as a friendly first point of contact for tenants, responding to calls and inquiries promptly.
• Maintain tenant contact information and assist with tenant communications, including building updates and emergency notifications.
• Enter and track tenant requests in the work order system, ensuring requests are assigned and completed efficiently.
• Assist with billing for tenant-specific service requests.
• Monitor tenant receivables and support collection efforts.
• Manage building keys, access cards, and key fobs.

Lease Administration & Compliance

• Maintain electronic lease files and ensure records remain accurate and organized.
• Track Certificates of Insurance (COIs) and lease-related compliance requirements.
• Follow up on tenant sales reporting requirements and HVAC maintenance documentation.

Vendor Management

• Prepare vendor contracts and ensure vendors maintain required insurance documentation.
• Coordinate service calls, schedule vendors, and follow up to ensure work is completed properly.
• Help track vendor performance and maintain strong vendor relationships.

Accounting Support

• Process vendor invoices and code expenses for Property Manager approval.
• Prepare tenant billings, including utilities and work order bill-backs.
• Assist with monthly reporting, accruals, budget preparation, and other accounting-related tasks.

Office & Building Operations

• Support daily building operations in partnership with the Building Engineer and Day Porter.
• Order and maintain office and building supplies.
• Coordinate meetings, conference calls, Microsoft Teams meetings, and property-related events.
• Jump in where needed and assist with other projects and responsibilities.

What We're Looking For

Required Qualifications

• Prior administrative assistant or office administration experience.
• Strong attention to detail and excellent organizational skills.
• Outstanding customer service and communication abilities.
• Basic understanding of accounting principles and financial processes.
• Proficiency with Microsoft Office and other Windows-based software.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.

Bonus Points For

• Previous experience in commercial property management or real estate.
• Experience working with commercial leases and tenant relations.
• Familiarity with MRI accounting software and Nexus invoicing software.