Property Administrator - Camarillo, CA

Aston Carter•Camarillo, CA

5d•$20 - $20•Onsite

About The Position

The Property Administrator performs a wide range of administrative functions to support the Property Management team and ensure smooth day-to-day operations. This role upholds a high level of professionalism in addressing property-related issues, including the timely response to and resolution of tenant requests and concerns. The Property Administrator provides comprehensive administrative support, assists with lease and contract administration, and helps maintain accurate records and reporting for the property portfolio.

Requirements

High school diploma or GED equivalent.
Strong customer service orientation, with prior customer service experience preferred.
Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
Experience in administrative support, including phone handling, report typing, filing, and correspondence management.
Ability to process accounts payable and accounts receivable, including invoice preparation, coding, and tracking.
Experience with invoice processing, tenant billing, and basic accounting support.
Ability to assist with property administration tasks such as lease administration and contract tracking.
Strong communication skills, both verbal and written, with the ability to interact professionally with tenants, clients, and internal team members.
Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
High attention to detail and accuracy in data entry, documentation, and reporting.
Ability to give and take direction and to interface with decision makers in a professional manner.
Ability to maintain confidential information and handle sensitive documents appropriately.
Demonstrated customer focus, both internal and external, with a commitment to responsive service.
Demonstrated initiative and the ability to work independently as well as part of a team.
Effective multi-tasking skills in a fast-paced environment.

Nice To Haves

Bachelor’s degree is preferred.
Experience using Yardi or other property management or accounting software is beneficial.
property administration or real estate support is an advantage.
Experience with accounts payable, accounts receivable, and invoicing processes is preferred.
Advanced proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook, is preferred.
Strong interpersonal skills with the ability to build and maintain positive relationships with tenants, clients, and colleagues.
Demonstrated initiative and activity in identifying and resolving issues proactively.
Ability to adapt to changing priorities and support multiple properties or managers as needed.

Responsibilities

Provide full administrative support to the Property Management team, including answering phones, typing reports, filing, and distributing correspondence.
Schedule and coordinate meetings and special events as requested by the Property Management team.
Assist in lease administration activities, including maintaining tenant contact information, tracking insurance documentation, and generating related reports.
Prepare and coordinate bid proposals, service contracts, and approved invoices, supporting the bidding process and helping Property Managers ensure compliance with internal policies and procedures.
Prepare and code invoices for review and approval by the Property Manager.
Monitor and maintain office inventory, ensuring the office is stocked with supplies and other items required for efficient operations.
Ensure prompt and accurate completion of contract and certificate of insurance information in contract administration software.
Track and file contracts and insurance certificates, maintaining an effective follow-up system for expiration dates.
Monitor and maintain the property maintenance work order system and prepare monthly reports for the Property Manager on the status of tenant work orders.
Maintain the property purchase order system and ensure accurate documentation of purchases.
Maintain lease and contract files, as well as other records and documents located within the property management office.
Promote and foster positive relationships with tenants and clients, track service calls, and support a high level of customer satisfaction.
Assist with the preparation of monthly and quarterly management reports and support the annual budget preparation process.
Process management and maintenance staff hours, tenant bill-back invoices, accounting entries, expense reports, monthly meter readings of properties, and check requests for review and approval.
Collaborate with Property Managers and other team members to ensure consistent application of procedures and timely completion of administrative tasks.