Regional Property Administrator (Central)

Arden Logistics Park•Dublin, OH

4d•Onsite

About The Position

The Regional Property Administrator will provide centralized accounting, contract administration, vendor management, utility administration, tenant billing support, and construction administration services for a regional portfolio of industrial assets. This role supports ALP’s operating principles of trust, passion, nimbleness, entrepreneurship, and responsiveness by strengthening consistency, accuracy, and service delivery across property management operations. Reporting directly to the Regional Property Manager, this non-exempt position serves as a key member of the Property Operations Support Team and acts as the primary administrative, financial, contract, and compliance resource for assigned markets. The role partners closely with Property Managers, Assistant Property Managers, Leasing Coordinators, Asset Managers, Accounting, Construction, and Legal to ensure operational consistency, financial accuracy, and compliance across the portfolio. This role is designed to remove transactional and administrative burden from market teams, allowing Property Managers and Assistant Property Managers to focus on tenant relationships, property operations, leasing activity, capital planning, and overall portfolio performance.

Requirements

Bachelor's degree in accounting, Finance, Real Estate, Business Administration, or a related field preferred.
3-5 years of experience in commercial real estate, property accounting, lease administration, contract administration, construction administration, or property operations support.
Experience supporting multiple properties, markets, or regional teams preferred.
Industrial real estate experience preferred.
Strong proficiency in Yardi Voyager or comparable property management/accounting software.
Experience with Construction Manager or similar construction/project management systems preferred.
Strong Microsoft Excel skills and proficiency with Microsoft Outlook, Word, Teams, and related tools.
Experience with Monday.com or comparable workflow management platforms preferred.
Exceptional organization, follow-through, and time management skills.
Strong attention to detail and commitment to accuracy.
Ability to prioritize multiple deadlines across several markets simultaneously.
Strong written and verbal communication skills.
Ability to work independently while supporting a geographically dispersed team.
Process-oriented mindset with the ability to identify opportunities for standardization and efficiency.

Nice To Haves

Experience with Construction Manager or similar construction/project management systems preferred.
Experience with Monday.com or comparable workflow management platforms preferred.
Industrial real estate experience preferred.

Responsibilities

Review and process property and capital invoices in accordance with established company procedures and approval requirements.
Verify appropriate Bill To, property/entity allocation, coding, job coding, contract documentation, vendor compliance documentation, lien waiver requirements, and supporting backup, as applicable, prior to routing invoices for approval.
Identify missing or incomplete invoice documentation and coordinate directly with vendors to obtain required information.
Route invoices through the appropriate approval workflow and monitor outstanding items through completion.
Coordinate with vendors, Property Management, Accounting, and other business partners to resolve invoice discrepancies and payment-related questions.
Support invoice follow-up, accruals, month-end requirements, and other AP-related administrative activities for assigned markets.
Maintain accurate and complete invoice documentation in applicable company systems.
Coordinate vendor onboarding and maintain required vendor documentation in accordance with company requirements.
Collect and maintain required documentation, including W-9s, Certificates of Insurance, and other compliance information.
Monitor vendor compliance status and proactively follow up with vendors regarding missing, expired, or incomplete documentation.
Maintain accurate vendor records within Yardi and other applicable company systems.
Coordinate with Property Management when vendor compliance issues cannot be resolved through routine vendor follow-up or require operational escalation.
Support periodic vendor audits, compliance reporting, and documentation requests.
Help ensure vendors are appropriately established and compliant before work or payment is processed, where required by company procedures.
Coordinate the administrative lifecycle of property-level service contracts from initiation through execution, renewal, and expiration.
Maintain the centralized contract repository and ensure executed agreements and supporting documentation are properly filed and associated with the applicable property and vendor.
Track contract status, execution, commencement and expiration dates, renewal provisions, notice requirements, and outstanding documentation.
Coordinate contract routing, required approvals, signatures, and legal review in accordance with established company procedures.
Maintain contract information and workflow status within Monday.com and other applicable systems.
Proactively communicate upcoming expirations, renewals, outstanding approvals, and other required actions to Property Management.
Coordinate directly with vendors and internal business partners to obtain routine contract documentation and resolve administrative outstanding items.
Escalate business decisions, material contract changes, vendor performance concerns, and unresolved issues to the appropriate Property Manager.
Coordinate utility account administration for assigned markets, including account setup, transfers, disconnects, and changes associated with acquisitions, dispositions, tenant move-ins, and tenant move-outs.
Maintain accurate utility account information, meter records, account numbers, responsibility assignments, and supporting documentation.
Monitor utility account activity and coordinate resolution of routine account discrepancies directly with utility providers.
Support utility invoice administration and ensure accounts are associated with the appropriate property, tenant, or responsible party.
Coordinate with Property Management and Accounting regarding tenant utility recoveries, billing responsibilities, and identified discrepancies.
Maintain organized utility records and tracking tools to support portfolio-level visibility and reporting.
Escalate service interruptions, unresolved billing issues, unusual account activity, or other matters requiring Property Manager involvement.
Support special projects and broader Property Management initiatives as business needs evolve.