Property Administrator

Aston Carter•Columbia, MD

2d•$26 - $26•Onsite

About The Position

This role provides comprehensive administrative, accounting, and tenant relations support for a commercial property. The Property Administrator ensures accurate documentation, smooth day-to-day operations, and excellent service to tenants, vendors, and internal team members. This position is well-suited for candidates with foundational administrative skills who are eager to learn and grow within property management.

Requirements

Proficient knowledge of Microsoft Word, Excel, and PowerPoint.
Ability to perform accurate data entry and maintain organized records.
Strong customer service skills with the ability to interact professionally with tenants, clients, contractors, and vendors.
Ability and willingness to learn new software applications used in property management, including platforms such as Yardi.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Effective written and verbal communication skills for preparing correspondence and interacting with stakeholders.
Ability to work flexible hours when necessary, which may exceed standard 8-hour workdays or 40-hour workweeks.
Preferred one year of related experience and/or training in administrative support or property management.
Ability to support property management functions in a commercial property 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 using property management software such as Yardi is an advantage.
Strong attention to detail and accuracy in handling financial and administrative tasks.
Demonstrated ability to work both independently and as part of a team in a fast-paced environment.
Openness to candidates with limited or no prior property management experience who are motivated to learn.

Responsibilities

Provide direct administrative support to managers, ensuring they receive timely and accurate information.
Track and maintain Certificates of Insurance (COI) for tenants and contractors, ensuring all records remain current and compliant.
Organize and maintain filing systems for all property documents, including leases, legal correspondence, service contracts, reports, and payables.
Regularly check, prioritize, and respond to emails to support efficient communication with tenants, vendors, and colleagues.
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 documentation.
Assist team members with budget preparation for the property, including gathering data and organizing supporting documentation.
Manage accounts payable by entering invoices into the accounting system, coding them accurately, and obtaining required approvals for payment.
Handle W-9 forms from vendors, ensuring all necessary tax documentation is collected and filed appropriately.
Print Aged Delinquency reports and prepare and send delinquency letters to tenants in a timely and professional manner.
Prepare manual adjustment forms for miscellaneous tenant service requests and ensure accurate processing.
Assist with accounts receivable processes, supporting timely and accurate tenant billing and collections.
Deliver superior customer service to tenants, clients, contractors, and vendors, addressing inquiries and concerns promptly and professionally.
Review and update the Tenant Handbook as needed to ensure information remains accurate and current.
Prepare tenant memos and correspondence as directed, ensuring clear and professional communication.
Coordinate tenant move-ins and move-outs, including obtaining necessary authorizations and documentation.
Maintain and regularly update tenant, employee, and contractor contact lists to ensure accurate and accessible information.
Perform other duties as assigned by the manager to support overall property operations and team objectives.