Property Administrator

Cornerstone Companies•Indianapolis, IN

3d•Onsite

About The Position

The Property Administrator is responsible for assisting the Property Management team with the administrative tasks associated with the day-to-day operations of the assigned medical office buildings. This role serves as the first point of contact for tenants, addressing inquiries, maintenance requests, and resolving concerns in a timely and professional manner to ensure tenant satisfaction and retention. The administrator will also assist with lease preparation and renewal, maintain up-to-date records, and handle all administrative duties related to property management, including correspondence, filing, database maintenance, and document processing. Ensuring accurate documentation of tenant records, invoices, and service requests is crucial. The role involves coordinating and assisting with property inspections, documenting findings, and communicating required actions to the property manager. Additionally, the Property Administrator acts as a liaison between tenants and contractors for maintenance and repairs, follows up on work completion, and keeps tenants informed of projects. Assisting with operating budgets, expense tracking, rent collection, and preparing reports are also key responsibilities. Maintaining relationships with third-party service providers, obtaining quotes, and managing service agreements are part of the role. The position also requires assisting in ensuring property compliance with laws, safety regulations, and company policies, and helping prepare for inspections and audits.

Requirements

Minimum of 1-year prior experience in property management, real estate or a related administrative role.
High School Diploma or GED
Excellent written and verbal communication skills.
Strong organizational and time management abilities.
Proficiency with office software (Microsoft Office Suite) and property management software (Yardi).
Ability to manage multiple competing demands and prioritize effectively.
Knowledge and understanding of basic real estate and property management principles.
Detail-oriented with a high level of accuracy in all tasks.
Strong interpersonal skills and a customer-centric attitude.
Ability to work independently and as a member of a team.
Adaptability and a proactive approach to problem solving.
Ability to maintain a professional demeanor in challenging situations.
Familiarity with federal, state, and local laws and regulations regarding commercial rental properties and tenant rights.

Nice To Haves

Associates degree or higher in real estate, business administration, or a related field preferred.
2 or more years’ experience in a Property Administrator or related role preferred.

Responsibilities

Serve as the first point of contact for tenants, addressing inquiries, maintenance requests, and resolving concerns in a timely and professional manner.
Maintain positive relationships to ensure tenant satisfaction and retention.
Assist with the lease preparation and renewal process.
Maintain up-to-date records of lease agreements, amendments, and tenant communication.
Handle all administrative duties related to property management, including but not limited to: Managing correspondence filing maintaining databases processing documents
Ensure that tenant records, invoices, and service requests are accurately documented and up to date.
Coordinate and assist with regular property inspections to ensure compliance with safety, maintenance, and operational standards.
Document findings and communicate required actions to the property manager.
Act as the liaison between tenants and contractors for routine maintenance or emergency repairs.
Follow up to ensure the work is completed in a timely manner and meets quality standards.
Keep tenants informed of any ongoing or upcoming maintenance projects.
Assist with the preparation of operating budgets, tracking of expenses, and collection of rent.
Ensure rent payments are processed and any late payments are addressed according to company policy.
Prepare reports as needed.
Maintain relationships with third-party service providers, contractors, and vendors.
Obtain quotes, manage service agreements, and monitor service performance to ensure value and quality.
Assist in ensuring that properties comply with all relevant laws, safety regulations, and company policies.
Help prepare for inspections and audits by maintaining organized records and reports.
Assist with special projects as needed.
Other duties as assigned.