Property Administrator - Luxury Rental

Responsibilities

As an Administrative Assistant you will support the General Manager to uphold our brand promise, "Expect More At Home," by efficiently managing the administration of rentals. This role involves accounts receivable and payable activities, rent collection, billing, data entry, and general office management. You will also take on special projects, maintain organized files, order supplies, and occasionally assist with leasing apartments in the absence of a leasing agent.

All tasks will be performed in alignment with RMC policies and procedures.

• Maintain regular office hours as directed by the General Manager.
• Keep accurate and current tenant data, including updating the tenant roster as per regional procedures and ensuring the front desk has the latest copy.
• Organize and maintain efficient filing systems for all site administration, such as owner files, vendor files, inventory, operational procedures, work orders, and accounts receivable.
• Prepare and process various communications, including memos, letters, and insurance incident reports.
• Foster a strong working relationship with the building Resident Manager.
• Prepare incident reports, create and distribute violation letters, and conduct follow-up on occupancy changes or unauthorized pets following RMC and regional procedures.
• Ensure timely execution of all required registrations and certifications for the site.
• Manage software licensing procedures and secure all software-related materials.
• Monitor and address unauthorized pet issues and violations.
• Answer phone calls, manage office organization, and order supplies.
• Assist with special projects as assigned, including preparing lease renewal paperwork and managing rentals and paperwork for rentable spaces.

• Process regular and timely deposits.
• Ensure accurate tenant billing through proper processing of charges in the Yardi/Real Page system, making necessary adjustments as per RMC procedures.
• Review and verify accuracy for all accounts receivable reports, including Delinquency, Rent Roll, and GPR reports.
• Create monthly open items reports in line with regional procedures.

• Develop and maintain positive vendor relationships in collaboration with the Resident Manager and General Manager.
• Process vendor invoices promptly following RMC procedures, including managing petty cash and postage.
• Maintain updated vendor files on-site and accurate petty cash records in compliance with operational procedures.
• Manage the Accounts Payable system by forwarding coded invoices promptly to the Accounts Payable Department.
• Ensure all expenditures exceeding staff limits are approved by the General Manager before commitment.

• High school diploma or equivalent required; an associate’s or bachelor’s degree is preferred.
• Previous experience as an administrative assistant or in a similar role, ideally in property management or real estate.

• Strong organizational and multitasking abilities.
• Proficiency in office administration and management, including maintaining files, managing office supplies, and coordinating special projects.
• Experience with accounts receivable and payable processes, including billing, rent collection, and vendor management.
• Familiarity with property management software (e.g., Yardi, Real Page) for data entry, billing, and maintaining tenant records.
• Excellent communication and interpersonal skills to handle owner relations and work collaboratively with the General Manager and Resident Manager.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong problem‑solving skills and attention to detail, especially in managing tenant inquiries, work orders, and legal documentation.

The anticipated base salary range for this position is listed below. In addition to a competitive base salary, you will be eligible to receive discretionary bonus incentives and a comprehensive benefits package.

Anticipated hourly range: $31.25 / hour

Actual base salary within the anticipated range will be determined by several components including but not limited to the individual's experience, skills,…