Property Administrator

North Dallas Bank and Trust (NDBT)•Dallas, TX

2h•Onsite

About The Position

The Property Administrator provides administrative and operational support to the property management team, ensuring the efficient day-to-day management of commercial properties including retail banking operations and multi-tenant office buildings. This role acts as a key point of contact for tenants, vendors, and internal stakeholders, handling documentation, and customer service tasks including coordinating tenant relations, lease administration, financial documentation, and vendor services to ensure efficient property operations and compliance with commercial lease agreements.

Requirements

High school diploma or equivalent (additional certification in property management is a plus)
Previous experience in commercial property administration, real estate, or property office administration preferred.
Strong administrative, organizational, time management and document management skills.
Excellent communication and stakeholder coordination abilities
Understanding of commercial lease structures and terminology (e.g., net leases, recoveries, CPI reviews).
Proficiency in Microsoft Office and commercial property systems (e.g Yardi, Trane Ensemble).
High attention to detail and ability to manage multiple properties and deadlines.
Professional, customer-focused approach when dealing with tenants and contractors.
Excellent written and verbal communication skills.
Ability to manage confidential information with discretion.
Customer-focused mindset with strong problem-solving abilities.

Responsibilities

Provide administrative support to Property Managers and Facilities teams.
Serve as the first point of contact for tenants, handling inquiries, and requests professionally.
Coordinate maintenance requests, track work orders to ensure timely completion, as necessary.
Maintain accurate tenant records, lease files, and critical dates (rent reviews, expiries, options).
Assist with commercial lease administration, including preparation of leases, amendments, renewals, and abstracts.
Support rent collection processes and consult with finance teams on arrears and reconciliations, invoicing, and basic accounts receivable tracking, assist with operating expense (OPEX) recoveries, invoicing, tenant bill-backs and CPI escalations.
Prepare monthly and quarterly reports, including occupancy, compliance, and variance reports.
Assist with compliance requirements such as insurance certificates, statutory inspections, and safety documentation.
Coordinate site inspections, tenant meetings, and contractor access.
Maintain accurate property files, databases, and compliance documentation.
Schedule inspections, meetings, and property-related appointments.
Prepare reports, correspondence, and notices as required.
Ensure compliance with company policies, lease terms, and relevant regulations.
Support move-in and move-out processes, including documentation and inspections.