Commercial Real Estate Administrator

Healthpeak Properties, Inc.; Scottsdale (AZ); On-site; USD 40,000 - 60,000; Full time

Job summary

Healthpeak Properties, Inc. in Scottsdale seeks a Property Management Administrative Specialist to support day-to-day operations of commercial buildings. The role focuses on contracts, vendor management, accounting tasks, and tenant coordination to ensure smooth facility operations.

Responsibilities include processing vendor contracts, maintaining records, handling accounts payable/receivable, and generating reports. On-site attendance five days a week is required in the office or at properties.

Qualifications

• High school diploma or GED required; associate’s or bachelor’s preferred.
• Experience in commercial property management preferred.
• Familiarity with real estate accounting basics (A/P, A/R, leases).
• Proficient in MS Office; strong written and verbal communication.

Responsibilities

• Coordinate special events and maintain office inventory and staff directory.
• Prepare and track vendor contracts; obtain COI, licenses, and W‑9s.
• Assist with service agreements; maintain tenant files and records.
• Handle accounts payable/receivable and generate reports.
• Maintain property files and assist with contract entry in Quickbase.
• Communicate with tenants to address issues related to janitorial, maintenance, and accounting.

Skills

MS Word

Excel

PowerPoint

Outlook

Customer service

Communication

Organization

Education

Associate degree

Bachelor’s degree

Tools

Box/Compass

Quickbase

ETS/Prism

Vendor contracts

Job description

Headquartered in Denver, Colorado, Healthpeak (NYSE: DOC) is a nation-wide, fully integrated Real Estate Investment Trust (REIT), and a proud S&P 500 company. Together we build, own and operate world-class facilities for healthcare Discovery and Outpatient Care ("DOC"). Our impressive portfolio of over 50,000,000sf of Medical Outpatient buildings and Lab and Life Science facilities fuel innovation in patient care and research - accelerating scientific discovery, enhancing healthcare delivery, fostering healthier populations, and driving shareholder value.

POSITION RESPONSIBILITIES

• Coordinate special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives, etc.
• Maintain inventory of office supplies and property staff directory
• Prepare and track all vendor contracts. Maintain current vendor list for all buildings and obtain current COI, business licenses and W-9 on all Vendors
• Assist with preparing and administering service agreements
• Establish and maintain record keeping and filing systems; classifies, sorts and files correspondence for tenant files and other documents
• Responsible for accounts payable, accounts receivable and reporting
• Maintain property files in Box/Compass/etc.
• Assist PM’s with entering new contracts into Quickbase for TI, Capital and Insurance related projects
• Interact and correspond with tenants to address problems or complaints, as it relates to janitorial, maintenance, accounting, etc.
• Occasionally assist Property Manager with AR collections
• Obtain and track expired Tenant COI’s
• Run reports in ETS/Prism to ensure work orders are completed in a timely and satisfactory manner
• Compiling and reviewing Tenant Billings and other miscellaneous charges
• Provide management team with aged delinquency reports and send delinquency letters
• Additional miscellaneous items as requested by Management

POSITION REQUIREMENTS

• Must have a minimum high school diploma or GED, an associate’s or bachelor’s degree preferred
• Previous exposure tocommercial property management
• Experience withYardipreferred
• Previous exposure to real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases
• Possess professional demeanor and excellent interpersonal and customer service skills
• Have access to reliable transportation and maintain a valid driver's license
• Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
• Excellent communication skills, both verbal and written
• Ability to work independently
• On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week

This employer participates in E-Verify and will provide the federal government with your form I-9 information to confirm that you are authorized to work in the U.S.