Property Administrator

Aston Carter•Richmond, VA

4d•$26 - $26•Onsite

About The Position

This role provides comprehensive administrative, accounting, and tenant relations support for a commercial property management team. The Property Administrator ensures accurate documentation, smooth day-to-day operations, and exceptional customer service for tenants, contractors, and internal stakeholders. This position is ideal for someone who is detail-oriented, eager to learn, and interested in building a career in property management, including candidates with limited prior experience.

Requirements

Proficient knowledge of Microsoft Word, Excel, and PowerPoint.
Strong administrative skills, including data entry, document management, and email communication.
Ability to provide high-quality customer service in a professional office environment.
Willingness to learn new software applications used in property management and by clients.
Ability to work flexible hours when necessary, including beyond standard 8-hour workdays or 40-hour workweeks.
Preferred one year of related experience and/or training in administrative support or property management.
Strong attention to detail and organizational skills for managing multiple tasks and deadlines.
Ability to work effectively with managers, tenants, vendors, and contractors in a collaborative environment.

Nice To Haves

Associate or Bachelor's degree is preferred; an equivalent combination of education and experience will also be considered.
Experience in the property management market is considered a plus.
Familiarity with commercial property administration and property management processes is beneficial.
Experience with property management or accounting software, such as Yardi, is a plus.
Background in commercial property, property administration, or customer service is advantageous.
Openness to candidates with limited or no prior experience who demonstrate strong motivation and willingness to learn.

Responsibilities

Provide direct administrative support to managers by handling day-to-day office tasks, documentation, and communication needs.
Track and maintain Certificates of Insurance for tenants and contractors to ensure compliance with property requirements.
Organize, file, and maintain all property documents, including leases, legal correspondence, service contracts, reports, and payables, in an accurate and timely manner.
Monitor, prioritize, and respond to emails regularly to support efficient communication with tenants, vendors, and internal team members.
Prepare express mail packages and manage office supplies related to mailing and administrative needs.
Ensure compliance with management audit requirements by maintaining accurate records and following established procedures.
Assist team members with budget preparation for the property by gathering data, updating spreadsheets, and supporting documentation needs.
Manage accounts payable by entering invoices into the accounting system, coding them correctly, and obtaining required approvals for payment.
Handle W-9 forms from vendors and ensure they are accurately collected and maintained.
Print Aged Delinquency reports and prepare and send delinquency letters to tenants as needed.
Prepare manual adjustment forms for miscellaneous tenant service requests and ensure proper documentation.
Assist with accounts receivable processes as directed, including supporting billing and collections activities.
Provide superior customer service to tenants, clients, contractors, and vendors by responding promptly and professionally to inquiries and requests.
Review and update the Tenant Handbook as necessary to ensure information remains current and accurate.
Prepare tenant memos and correspondence as directed by managers or team members.
Coordinate tenant move-ins and move-outs, including obtaining necessary authorizations, documents, and approvals.
Maintain and regularly update contact lists for tenants, employees, and contractors to ensure accurate and accessible information.
Perform other duties as assigned by the manager to support the overall success of the property and management team.