Property Admin & Vendor Compliance Specialist

Horn Solutions; Phoenix (AZ); On-site; USD 34,000 - 41,000; Part time

Job summary

BG Staffing is seeking a Property Administrator for a 90-day contract in Phoenix, AZ. The role focuses on administrative support for a portfolio of commercial properties, including vendor contracts, COIs, invoices, and property records.

The ideal candidate has 1 year of commercial property management experience, strong communication, and proficiency with MS Office. You will collaborate with property managers, vendors, tenants, and internal accounting teams to ensure accurate records and timely

Qualifications

• 1 year of commercial property management experience.
• Experience reviewing contracts and vendor documentation.
• Familiarity with COIs preferred.
• Experience processing invoices and using accounting systems preferred.
• Strong written and verbal communication skills.
• Proficient in Excel, Word, and Outlook.

Responsibilities

• Maintain and organize vendor agreements and related documentation.
• Track contract terms, renewal dates, expiration dates, and required notices.
• Coordinate the execution and renewal of vendor agreements and service contracts.
• Maintain an accurate vendor database and ensure vendor information is current.
• Follow up with vendors regarding missing agreements, documentation, and required updates.
• Assist property managers with obtaining vendor proposals, W-9s, contracts, and other required documentation.
• Request, collect, review, and maintain Certificates of Insurance (COIs) from vendors, contractors, and other third parties.
• Track COI expiration dates and follow up with vendors to obtain updated certificates.
• Ensure required insurance documentation is received and properly documented before vendors perform work at the property.
• Maintain organized electronic records of COIs and related insurance documentation.
• Communicate with vendors and insurance representatives regarding missing or incomplete certificates.
• Escalate compliance issues to the appropriate property manager or internal team.
• Receive, review, code, and process property-related invoices for approval and payment.
• Verify invoices against vendor agreements, service contracts, purchase orders, or work completed.
• Route invoices to the appropriate property manager or accounting team for approval.
• Track invoice status and follow up on outstanding approvals or discrepancies.
• Assist with resolving billing discrepancies and vendor payment questions.
• Maintain accurate invoice records and supporting documentation.
• Assist with monthly reporting, expense tracking, and administrative accounting tasks as needed.
• Maintain organized electronic and physical property files and records.
• Prepare correspondence, reports, spreadsheets, and other administrative documents.
• Assist property managers with tenant and vendor communications.
• Maintain calendars and track important deadlines, renewals, inspections, and contract requirements.
• Assist with work orders, service requests, and vendor scheduling as needed.
• Enter and maintain accurate information in property management and accounting systems.
• Support property managers with administrative projects and special assignments.

Skills

Communication

MS Office

Vendor coordination

Time management

Attention to detail

Job description

BG Staffing is seeking a Property Administrator for a 90-day contract in Phoenix, AZ. The role focuses on administrative support for a portfolio of commercial properties, including vendor contracts, COIs, invoices, and property records.

The ideal candidate has 1 year of commercial property management experience, strong communication, and proficiency with MS Office. You will collaborate with property managers, vendors, tenants, and internal accounting teams to ensure accurate records and timely