Property Administrator

St. John Properties, Inc.; Milford Mill (MD); On-site; USD 55,000 - 75,000; Full time

Job summary

St. John Properties, Inc. is seeking a detail‑oriented leasing administrator to partner with Property Managers, Leasing, and Accounting.

You will administer leases, maintain tenant accounts, and ensure accuracy of property financial data, impacting tenant satisfaction and portfolio performance. The role requires strong organization, 5+ years of related experience or a degree, and proficiency in MS Office; experience with MRI/Yardi/RealPage is a plus.

Qualifications

• Bachelor's degree or 5 years equivalent work experience.
• Proficient in Microsoft Word, Outlook and Excel.
• Experience with MRI, Yardi, RealPage or similar software preferred.

Responsibilities

• Abstract and administer leases, amendments, renewals and other lease documents in the property management system.
• Maintain accurate lease records, critical dates, recurring charges, escalations and tenant billing information.
• Coordinate lease set-up and review to ensure accuracy, completeness and compliance with lease terms.
• Track lease expirations and support renewals, move-outs and security deposit reconciliations.
• Manage tenant receivables, monitor balances, and assist with collections per company policies.
• Process daily cash receipts and maintain tenant account records.
• Research and resolve tenant billing discrepancies with Property Managers, Leasing Agents and Accounting.
• Prepare correspondence related to tenant accounts, billing updates, and lease administration.
• Prepare tenant account reconciliations and support resolution of outstanding balances.
• Notify managers of expiring leases and complete final reconciliations and refunds.
• Prepare CAM and RET reconciliations and other operating expenses.
• Calculate and prorate charges and ensure recurring lease charges are current, incl. CPI adjustments.
• Conduct monthly meetings with Property Manager and coordinate AR tasks.
• Respond promptly to tenant and internal stakeholder inquiries.

Skills

Organized

Detail-oriented

MS Office

Excel

Education

Bachelor's degree or 5 years equivalent experience

Tools

MRI

Yardi

RealPage

Job description

This position serves as a key operational partner to Property Managers, Leasing, Accounting, and tenants by administering leases, maintaining tenant accounts, and ensuring the accuracy of property financial data. The ideal candidate is highly organized, detail-oriented, and enjoys working in a fast-paced environment where they can make a direct impact on tenant satisfaction, portfolio performance and revenue collection.

Job Duties:

• Abstract and administer new leases, amendments, renewals and other lease documents within property management system
• Maintain accurate lease records, critical dates, recurring charges, escalations and tenant billing information
• Coordinate lease set-up and review process to ensure accuracy, completeness and compliance with applicable lease terms
• Track lease expirations and support renewal, move-out and security deposit reconciliation process
• Manage tenant receivables, monitor account balances, and assist with collection efforts in accordance with company policies and applicable lease terms
• Process daily cash receipts and maintain accurate tenant account records
• Research and resolve tenant billing discrepancies in collaboration with Property Managers, Leasing Agents, and Accounting
• Prepare correspondence related to tenant accounts, billing updates, lease administration matters, and other operational activities
• Prepare tenant account reconciliations as needed and support the resolution of outstanding balances
• Notify Property Managers and Leasing Agents of expiring leases, and complete final reconciliations, charges to account, and security deposit refunds
• Prepare annual reconciliations of Common Area Maintenance (CAM) and Real Estate Taxes (RET), utility, and other operating expense reconciliations
• Calculate and prorate charges when needed and ensure all recurring charges, rent escalations and other recurring lease charges are current in property management software, including annual CPI adjustments
• Conduct monthly meetings with Property Manager -coordinate accounts receivable collection, certificates of insurance, and other account-related administrative tasks (e.g., sales, use codes, lease expiration dates, move-outs)
• Respond promptly and professionally to tenant and internal stakeholder inquiries

Job Qualifications:

• Bachelor's degree required or minimum of five (5) years equivalent work experience will be considered in lieu of degree
• Proficient in Microsoft Office, including Word, Outlook and Excel
• Experience with commercial property management or lease administrative software preferred (MRI, Yardi, RealPage, etc.)