Property Administrator

Griffin Partners, Inc.; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Griffin Partners, Inc. in Houston seeks an administrative specialist for the Property Management team. You will provide full administrative support, manage phone inquiries, file handling, and coordinate meetings to keep operations running smoothly.

You will assist in lease administration, maintain tenant contacts and insurance data, track contracts, and prepare reports and monthly budgets. The role also involves processing invoices, maintaining office supplies, and fostering positive

Qualifications

• Customer service experience preferred.
• Proficiency in Microsoft Office Suite.

Responsibilities

• Provide full administrative support, including phone support and filing.
• Schedule and coordinate meetings and events as requested.
• Assist in lease administration activities, including maintaining tenant contact information and insurance information; generate reports.
• Track and file contracts and insurance certificates; maintain follow-up system for expirations.
• Monitor and maintain the property maintenance work order system and prepare monthly reports for Property manager on status of tenant work orders.
• Maintain lease and vendor files, as well as other files located within the property management office.
• Promote and foster positive relationships with tenants and clients and track service calls as required.
• Prepare and coordinate bid proposals, service contracts and approved invoices. Prepare and code invoices for Property Manager’s approval.
• Ensure office is stocked with office supplies and other required items to maintain the office.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Process tenant billback invoices through accounting, expense reports monthly meter readings and check requests for review and approval.

Skills

Customer service

Education

High school diploma/GED

Bachelor's degree

Tools

Microsoft Office

Job description

Purpose: To perform the administrative functions of the Property Management team, assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

Reports To: General Manager

Job Functions

Essential Functions

• Provide full administrative support, including phone support, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Assist in lease administration activities, including maintaining tenant contact information and insurance information; generate reports.
• Track and file contracts and insurance certificates; maintain follow-up system for expirations.
• Monitor and maintain the property maintenance work order system and prepare monthly reports for Property manager on status of tenant work orders.
• Maintain lease and vendor files, as well as other files located within the property management office.
• Promote and foster positive relationships with tenants and clients and track service calls as required.
• Prepare and coordinate bid proposals, service contracts and approved invoices. Prepare and code invoices for Property Manager’s approval.
• Ensure office is stocked with office supplies and other required items to maintain the office.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Process tenant billback invoices through accounting, expense reports monthly meter readings and check requests for review and approval.

Other Functions

• Represent Griffin Partners in selected business, community and industry organizations and groups.
• Carry out other duties as assigned by Manager.
• Provide assistance to other departments within Griffin Partners as needed.

Requirements

Essential Physical Abilities

Meet the highest attendance and punctuality requirements.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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.

• Interact with employees, visitors, and contractors with poise and diplomacy. Establish and maintain a cooperative working atmosphere among staff.
• Maintain a calm demeanor in emergency situations.
• Compose business letters, expositions, summaries, and reports, using proper format, punctuation, grammar, diction and style.

Experience

• Customer service experience preferred. ADDITIONAL ELIGIBILITY QUALIFICATIONS
• Proficiency in Microsoft Office Suite
• Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information.

Education

High school diploma/GED equivalent; Bachelor’s degree preferred.

About Griffin Partners

Griffin Partners is a privately held, vertically integrated real estate investment firm founded in 1980 by Fred Griffin. Based in Houston, Texas, the firm specializes in industrial, office, and mixed-use real estate across the Sunbelt and Mountain West markets. Over its four-decade history, Griffin has acquired or developed more than 14 million square feet across 52+ projects, representing over $1.9 billion in total capitalization. Leveraging its fully integrated platform, Griffin oversees the entire investment lifecycle—including acquisition, development, property management, asset management, and disposition—driving long-term value creation and operational excellence.

For more information on Griffin Partners, visit www.griffinpartners.com