Property Administrator

The Property Administrator supports the daily financial and administrative operations of the property. This role is responsible for managing accounts receivable and payable functions, ensuring timely rent collection, maintaining tenant insurance records, reconciling tenant accounts, processing bank deposits, and addressing lease administration inquiries. The Property Administrator also works closely with the Property Manager to support budgeting activities and monthly and quarterly financial reporting.

• Enter and update lease and accounting information for new tenants and renewals, including preparing lease summaries and required adjustments

• Generate, review, and distribute monthly and quarterly reports such as rent rolls, accounts receivable, rent-up reports, and other financial documentation

• Act as the main contact for tenant billing and collection-related matters

• Track and maintain current tenant insurance certificates and ensure compliance with renewal requirements

• Prepare payment requests for tenant inducements, leasing commissions, and related items

• Monitor project expenses and submit costs for approval by the Property Manager

• Address routine tenant questions and concerns in a timely and professional manner

• Maintain accurate and well-organized tenant, building, and contract files

• Assist with sourcing supplier and contractor quotes and provide administrative support for contract management

• Draft and distribute tenant correspondence throughout the year, including year-end recovery communications

• Support sustainability programs and environmental initiatives

• Assist with BOMA and LEED certification coordination

• Oversee and maintain the tenant service request system

• Prepare and distribute tenant notices, updates, and informational bulletins

• Help plan and coordinate tenant appreciation initiatives

• Process invoices promptly and route them for review and approval

• Assign accurate accounting codes to invoices and expenses

• Review rent rolls to ensure accuracy and completeness

• Process bank deposits, perform reconciliations, and deliver deposits as required

• Complete accounting system entries, including chargebacks and adjustments

• Follow up with tenants to ensure timely payment of outstanding balances

• Enroll tenants in pre-authorized debit (PAD) and electronic funds transfer (EFT) programs

• Prepare monthly accounts receivable reports for internal and external stakeholders

• Reconcile tenant accounts and notify tenants of outstanding balances

• Administer tenant chargebacks and coordinate with the Property Manager on delinquent accounts

• Respond to tenant inquiries related to pre-billing and year-end reconciliations

• Assist in preparing annual budgets and monthly and quarterly reporting packages

• Support operating cost pre-bill calculations and year-end reconciliations

• Prepare and maintain monthly and year-end accruals

• Perform general office and administrative duties as assigned

• 3–5 years of experience in office administration or property administration, preferably within commercial property management

• Bachelor’s degree in business, finance, or a related discipline

• Hands-on experience with Yardi Voyager, including lease setup, billing, and cash application

• Knowledge of commercial real estate lease administration and tenant billing processes

• Strong proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams)

• Highly organized with strong attention to detail and the ability to manage multiple priorities

• Self-motivated with a collaborative, proactive, and adaptable approach

• Excellent written, verbal, and interpersonal communication skills

• Professional, dependable, and patient with a high level of accountability

• Comfortable working with diverse teams and stakeholders

• Process-driven mindset with the ability to identify and implement efficiency improvements

• Willingness to go above and beyond to deliver high-quality work

• Experience with Yardi Voyager considered a strong asset