Property Administrator
The Property Administrator provides day-to-day administrative support to the Property Management team to ensure timely responses to tenant requests and smooth office operations. This is an entry-level role designed for individuals who are early in their careers and looking to build experience in property management. This position works under close supervision, handling routine tasks such as file management, scheduling, data entry, and document processing. Success in the role is measured by reliability, accuracy in completing assigned work, and professionalism in tenant and vendor interactions. Technology systems and property management software will be used to support documentation, reporting, and work order tracking.
Job Responsibilities
- Provide comprehensive administrative support, including answering phones, typing reports, filing, and distributing correspondence to ensure efficient office operations.
- Schedule and coordinate meetings and special events as directed to support the Property Management team.
- Assist in lease administration by managing tenant communications, maintaining insurance documentation, and generating related reports.
- Prepare and coordinate bid proposals, service contracts, and approved invoices, ensuring compliance with company policies and procedures during the bidding process.
- Process and code invoices for Property Manager approval, maintaining accurate financial records.
- Monitor and maintain the property maintenance work order system, preparing monthly reports on tenant work order status to support Property Managers.
- Track and file contracts and insurance certificates, maintaining an organized follow-up system for expirations using contract administration software.
- Foster positive relationships with tenants and clients, tracking service calls to ensure timely resolution and high-quality service.
Examples of job responsibilities are not intended to be all inclusive. Occidental Management, Inc. reserves the right to assign additional responsibilities or essential duties as needed.
Knowledge, Skills, and Abilities
- Understanding of basic administrative practices, including filing, document management, and correspondence handling.
- Familiarity with processing invoices and maintaining accurate financial records.
- Knowledge of professional communication techniques necessary to interact with tenants and internal team members effectively.
- Proficiency with standard office tools, such as Microsoft Office Suite for report generation and data tracking.
- Ability to manage multiple administrative tasks, maintain organized files, and track documents efficiently.
- Strong written and verbal communication for professional interactions with tenants, clients, and team members.
- Capability to prioritize tasks and meet deadlines to ensure assignments are completed on time.
- High attention to detail necessary to ensure data entry and document accuracy.
- Ability to handle varying workloads and appropriately prioritize tasks.
- Ability to identify and resolve minor administrative issues, such as discrepancies in documentation or scheduling conflicts.
Education and Experience
High school diploma/GED equivalent.
Previous experience in a similar administrative role with transferrable skills.
Equivalent combinations of education and experience will be considered.
Physical Requirements
While performing the duties of this job, the employee may need to travel from floor to floor, climb stairs, and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly use hands to operate office machinery and regularly required to walk, talk, and hear.
Individual accommodation should not pose a direct threat to the health and safety of others in the workplace or impose undue hardships on the company.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Regularly required to travel outside between properties in varying weather conditions.
