Property Administrator

Aston Carter•Edison, NJ

5d•$33 - $35•Hybrid

About The Position

The Property Administrator supports the Property Management team in the day-to-day operations of a commercial property portfolio. This role serves as a primary point of contact for tenants, vendors, and internal stakeholders, ensuring that administrative, financial, and operational processes are completed accurately and on time. The successful candidate thrives in a fast-paced environment, communicates clearly and professionally, and consistently delivers high-quality customer service while managing multiple priorities.

Requirements

Demonstrated experience providing administrative support in a property management or similar professional environment.
Hands-on experience with property management administrative tasks such as lease administration, work order preparation, and documentation management.
Accounts payable experience, including invoice processing, coding, and submitting invoices for approval.
Ability to prepare and manage work orders and track maintenance requests through a work order system.
Strong organizational skills with the ability to multitask and manage competing priorities in a fast-paced environment.
Excellent written and verbal communication skills with a customer-focused approach.
High level of attention to detail and accuracy in handling financial and administrative data.
Proficiency in the Microsoft Office Suite, including Outlook, Word, and Excel.
Minimum of a high school diploma or GED.

Nice To Haves

Bachelor’s degree preferred.
Experience in commercial property management or supporting a commercial property portfolio.
Familiarity with property management systems such as Yardi or NEXUS is a strong plus.
Experience coordinating vendor bid packages, service contracts, and certificates of insurance.
Experience assisting with financial reporting, budget preparation, and tenant bill-back processes.
Ability to build positive working relationships with tenants, vendors, and internal stakeholders.
Comfort working with standard office technology and property management tools.

Responsibilities

Provide comprehensive administrative support to the Property Management team, including preparing correspondence, reports, and other documentation, maintaining organized filing systems, and handling phone inquiries in a professional manner.
Coordinate meetings, tenant events, and special projects, ensuring all logistics, materials, and communications are well planned and executed.
Assist with lease administration by maintaining accurate tenant records, tracking insurance documentation, and generating related reports as needed.
Prepare and coordinate vendor bid packages, service contracts, and work authorizations, ensuring all required information is complete and accurate.
Process, code, and submit invoices for approval, maintaining accurate financial records and supporting accounts payable activities.
Maintain and organize purchase orders, contracts, lease files, and other property management documentation to ensure easy access and compliance.
Track vendor contracts and certificates of insurance, monitoring expiration dates and ensuring timely renewals and compliance with requirements.
Monitor and manage the property work order system, ensuring tenant maintenance requests are logged, tracked, and resolved promptly and accurately.
Prepare monthly reports on work order activity and operational performance to support ongoing property management and decision-making.
Serve as a primary point of contact for tenants, responding promptly and professionally to requests, questions, and concerns while providing excellent customer service.
Assist with monthly and quarterly financial reporting, including supporting the preparation of financial statements, variance explanations, and related documentation.
Support annual budget preparation by gathering data, updating schedules, and assisting with expense tracking and projections.
Assist with tenant bill-back processing, ensuring charges are accurately calculated, documented, and submitted in a timely manner.
Process maintenance and management payroll information, meter readings, and payment requests in coordination with internal processes and timelines.
Maintain office supplies, monitor inventory levels, and coordinate orders to ensure the office remains fully stocked and operational.
Support overall office operations, including use of standard office equipment and coordination with internal teams.
Provide administrative support to multiple managers overseeing a portfolio of approximately 18–24 properties, balancing priorities and deadlines across the portfolio.