Property Administrator

HBRE; Brentwood (TN); On-site; USD 55,000 - 75,000; Full time

Job summary

HBRE is seeking a Property Administrator in Brentwood, TN to support day-to-day management of commercial properties and lease administration for hospital clients. This role serves as a secondary contact for tenants and vendors while assisting with accounts payable/receivable, reporting, and property operations to ensure excellent tenant service and efficient performance.

Responsibilities include coordinating tenant move-ins/move-outs, maintaining records, processing invoices, supporting budgets,

Qualifications

• Associate's or Bachelor's degree preferred in business, real estate, accounting, or related field.
• Minimum 2 years of administrative, accounting, or property management experience.
• Strong organizational and customer service skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Serve as a secondary contact for tenant requests and inquiries.
• Coordinate tenant move-ins, move-outs, and suite modifications.
• Maintain tenant and vendor contact information.
• Assist with tenant communications, notices, and correspondence.
• Coordinate tenant appreciation and engagement activities.
• Track work orders and service requests.
• Interface with maintenance engineers for service requests.
• Maintain property records, certificates of insurance, permits, and compliance documentation.
• Support property inspections and maintain inspection reports.
• Process accounts payable invoices and ensure proper coding and approvals, if applicable.
• Assist with accounts receivable tracking and tenant collections including collection calls and late letter distribution.
• Assist with annual budget preparation and variance reporting.
• Maintain lease files and critical lease dates.
• Track rent commencements, renewals, expirations, and options.
• Prepare lease abstracts and update property management software.
• Assist with tenant billing adjustments.
• Maintain accurate property and tenant records.
• Prepare monthly management reports and occupancy reports.
• Update property databases and management software systems.
• Generate reports as requested by ownership and management.
• Perform other duties, responsibilities, and special projects as assigned.

Skills

Strong organizational

Customer service

Verbal and written communication

Multitasking

Education

Associate's or Bachelor's degree in Business, Real Estate, Accounting, or related field preferred

Tools

Microsoft Excel

Microsoft Word

Yardi

MRI Software

RealPage

Job description

The Property Administrator provides administrative and operational support for the day-to-day management of commercial properties and lease administration of hospital clients. This position serves as a secondary point of contact for tenants and vendors while assisting with lease administration, accounts payable, accounts receivable, reporting, and property operations to ensure excellent tenant service and efficient property performance.

Essential Duties and Responsibilities

• Serve as a secondary contact for tenant requests and inquiries.
• Coordinate tenant move-ins, move-outs, and suite modifications.
• Maintain tenant and vendor contact information.
• Assist with tenant communications, notices, and correspondence.
• Coordinate tenant appreciation and engagement activities.

Property Operations

• Track work orders and service requests.
• Interface with maintenance engineers for service requests
• Maintain property records, certificates of insurance, permits, and compliance documentation.
• Support property inspections and maintain inspection reports.
• Process accounts payable invoices and ensure proper coding and approvals, if applicable.
• Assist with accounts receivable tracking and tenant collections including collection calls and late letter distribution.
• Assist with annual budget preparation and variance reporting.

Lease Administration

• Maintain lease files and critical lease dates.
• Track rent commencements, renewals, expirations, and options.
• Prepare lease abstracts and update property management software.
• Assist with tenant billing adjustments.

Reporting and Documentation

• Maintain accurate property and tenant records.
• Prepare monthly management reports and occupancy reports.
• Update property databases and management software systems.
• Generate reports as requested by ownership and management.

Other

• Perform other duties, responsibilities, and special projects as assigned.

Qualifications

• Associate's or Bachelor’s degree in business, Real Estate, Accounting, or related field preferred.
• Minimum 2 years of administrative, accounting, or property management experience.
• Strong organizational and customer service skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities and deadlines.

Technical Skills

• Proficiency in Microsoft Office Suite, particularly Excel and Word.
• Experience with property management software such as Yardi, MRI Software, or RealPage preferred.
• Ability to prepare reports and analyze basic financial information.
• Attention to Detail
• Organization and Time Management
• Problem Solving
• Professional Communication

Physical Requirements

• Ability to work in an office environment.
• Occasional property walks and site inspections.