Property Administrator

Ash Properties • Jacksonville, FL

11d

About The Position

The Property Administrator supports the day‑to-day operations of a commercial retail portfolio by coordinating administrative, compliance, and operational activities. This role partners closely with Property Managers, tenants, vendors, and internal teams to ensure properties operate efficiently, professionally, and in compliance with lease and company standards.

Requirements

• High school diploma or GED
• 3+ years of experience in commercial retail property management
• Proficiency in Microsoft Office, SharePoint, and Yardi
• Strong verbal and written communication skills (English required; bilingual a plus)
• Highly organized with strong attention to detail and ability to manage competing priorities
• Ability to lift up to 50 lbs
• Ability to walk, stand, bend, lift, and climb stairs
• Ability to work in heated environments
• Successful completion of pre‑employment background screening

Nice To Haves

• Background in office management or corporate real estate
• Experience with COI tracking software and/or Building Management Systems (BMS)

Responsibilities

• Create and maintain Property Fact Sheets with critical building and infrastructure information (mechanical, electrical, plumbing, life safety systems, access points, etc.)
• Draft, track, and manage vendor service contracts and agreements at the direction of Property Managers
• Coordinate vendor onboarding, including W‑9s, Certificates of Insurance (COIs), and compliance documentation
• Track and manage tenant and vendor insurance compliance in alignment with lease requirements and company standards
• Prepare and distribute new tenant welcome packets to support smooth, professional onboarding
• Draft and send tenant communications (quarterly, annual, and recurring) related to building operations and policies
• Track and maintain tenant preventive maintenance requirements, including HVAC servicing, grease traps, and fire/life safety inspections
• Maintain accurate tenant contact information for operations, emergencies, accounting, and compliance
• Support monthly rent collection, including payment tracking and follow‑up as directed
• Process vendor and operational invoices, ensuring proper coding, approvals, and documentation
• Serve as a key administrative point of contact for tenants, vendors, brokers, and internal teams
• Maintain accurate electronic and physical files within property management systems and shared platforms
• Assist Property Managers with budgeting support, reporting, audits, and special projects
• Ensure compliance with company policies, lease requirements, and regulatory standards

Benefits

• At Ash Properties, your work truly matters. You’ll be part of a collaborative, experienced team, supporting properties that are integral to Northeast Florida’s commercial landscape.
• This role offers exposure to multiple facets of commercial real estate and the opportunity to grow with a respected, long‑standing organization.
• Come build your future with a company where quality, integrity, and people come first.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees