Property Administrator

Aston Carter; New Jersey; On-site; USD 42,000 - 62,000; Full time

Job summary

Aston Carter is seeking a Property Administrator to support a portfolio of 18–24 commercial properties in New Jersey. The role centers on administrative, financial, and operational tasks, acting as a primary contact for tenants, vendors, and internal stakeholders.

You’ll manage lease and vendor records, prepare reports, and coordinate invoices and budgets. The position emphasizes strong organizational skills, effective communication, and the ability to multitask in a fast-paced environment,

Qualifications

• Demonstrated administrative support experience in a property management environment.
• Experience with lease administration, work orders, and documentation management.
• Accounts payable processing, coding, and invoice submission experience.
• Ability to manage work orders and track maintenance requests in a system.
• Strong organizational skills and multitasking in a fast-paced setting.
• Excellent written and verbal communication with a customer-focused approach.
• Attention to detail and accuracy in handling financial data.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• High school diploma or GED required; bachelor’s degree preferred.

Responsibilities

• Provide administrative support to the Property Management team, including correspondence and reporting.
• Coordinate meetings, tenant events, and projects with logistics and communications.
• Assist with lease administration and maintain tenant records and insurance docs.
• Prepare vendor bid packages, contracts, and work authorizations with complete info.
• Process, code, and submit invoices for approval and manage accounts payable.
• Maintain purchase orders, lease files, and property management documentation.
• Track vendor contracts and COIs, monitor expirations and renewals.
• Monitor the work order system and ensure timely tenant maintenance responses.
• Prepare monthly work order and operational performance reports.
• Serve as a primary tenant contact, delivering prompt, professional customer service.
• Support monthly/quarterly financial reporting and assist with budget prep.
• Assist with tenant bill-back processing and payroll processing coordination.
• Maintain office supplies and coordinate orders to keep operations running.
• Support multiple managers overseeing a portfolio of 18–24 properties.

Skills

Administrative support

Lease administration

Accounts payable

Work orders

Organization

Communication

Attention to detail

Microsoft Office

Excel

Outlook

Word

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Yardi

NEXUS

Job description

Job Description

Job Title: Property Administrator

Job Description

The Property Administrator supports the Property Management team in the day-to-day operations of a commercial property portfolio. This role serves as a primary point of contact for tenants, vendors, and internal stakeholders, ensuring that administrative, financial, and operational processes are completed accurately and on time. The successful candidate thrives in a fast-paced environment, communicates clearly and professionally, and consistently delivers high-quality customer service while managing multiple priorities.

Responsibilities

• Provide comprehensive administrative support to the Property Management team, including preparing correspondence, reports, and other documentation, maintaining organized filing systems, and handling phone inquiries in a professional manner.
• Coordinate meetings, tenant events, and special projects, ensuring all logistics, materials, and communications are well planned and executed.
• Assist with lease administration by maintaining accurate tenant records, tracking insurance documentation, and generating related reports as needed.
• Prepare and coordinate vendor bid packages, service contracts, and work authorizations, ensuring all required information is complete and accurate.
• Process, code, and submit invoices for approval, maintaining accurate financial records and supporting accounts payable activities.
• Maintain and organize purchase orders, contracts, lease files, and other property management documentation to ensure easy access and compliance.
• Track vendor contracts and certificates of insurance, monitoring expiration dates and ensuring timely renewals and compliance with requirements.
• Monitor and manage the property work order system, ensuring tenant maintenance requests are logged, tracked, and resolved promptly and accurately.
• Prepare monthly reports on work order activity and operational performance to support ongoing property management and decision-making.
• Serve as a primary point of contact for tenants, responding promptly and professionally to requests, questions, and concerns while providing excellent customer service.
• Assist with monthly and quarterly financial reporting, including supporting the preparation of financial statements, variance explanations, and related documentation.
• Support annual budget preparation by gathering data, updating schedules, and assisting with expense tracking and projections.
• Assist with tenant bill-back processing, ensuring charges are accurately calculated, documented, and submitted in a timely manner.
• Process maintenance and management payroll information, meter readings, and payment requests in coordination with internal processes and timelines.
• Maintain office supplies, monitor inventory levels, and coordinate orders to ensure the office remains fully stocked and operational.
• Support overall office operations, including use of standard office equipment and coordination with internal teams.
• Provide administrative support to multiple managers overseeing a portfolio of approximately 18–24 properties, balancing priorities and deadlines across the portfolio.

Essential Skills

• Demonstrated experience providing administrative support in a property management or similar professional environment.
• Hands-on experience with property management administrative tasks such as lease administration, work order preparation, and documentation management.
• Accounts payable experience, including invoice processing, coding, and submitting invoices for approval.
• Ability to prepare and manage work orders and track maintenance requests through a work order system.
• Strong organizational skills with the ability to multitask and manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with a customer-focused approach.
• High level of attention to detail and accuracy in handling financial and administrative data.
• Proficiency in the Microsoft Office Suite, including Outlook, Word, and Excel.
• Minimum of a high school diploma or GED.

Additional Skills & Qualifications

• Bachelor’s degree preferred.
• Experience in commercial property management or supporting a commercial property portfolio.
• Familiarity with property management systems such as Yardi or NEXUS is a strong plus.
• Experience coordinating vendor bid packages, service contracts, and certificates of insurance.
• Experience assisting with financial reporting, budget preparation, and tenant bill-back processes.
• Ability to build positive working relationships with tenants, vendors, and internal stakeholders