Property Administrator

Transwestern; San Diego (CA); On-site; USD 70,000 - 80,000; Full time

Job summary

Transwestern in San Diego, CA is seeking a Property Administrator to support the General Manager with clerical and administrative tasks for designated properties/projects. You will deliver exceptional customer service to tenants, owners, and vendors while keeping focus on productivity and results.

The role is full-time, in-office, on-site only—with no remote or hybrid options. Candidates should have a 4-year college degree and at least 1 year of commercial real estate administrative experience,

Qualifications

• 4-year college degree required.
• At least 1 year of commercial real estate administrative experience.
• Exceptional oral and written communication skills.
• Strong customer service orientation.

Responsibilities

• Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
• Prepare and coordinate bid proposals and service contracts and approved invoices.
• Maintain lease and property files.
• Track and electronically file service contracts and insurance certificates.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Transcribe contracts, leases, proposals, addendums, side letters, exhibits, correspondence, etc.
• Prepare financial spreadsheets.
• Lead the accounts payable process for all assets, must have an intermediate understanding of property operations and accounting.
• Order and maintain adequate stock of office supplies.
• Greet tenants, prospective tenants, vendors, and guest.
• Notify participants of meetings, and their responsibilities and any changes in plans or schedules.
• Order tenant door plaques and directory strips; maintain property signage.
• Prepare and distribute tenant move-in packages; order tenant gifts as needed.
• Maintain parking/building access card records.
• Invoice tenant rebills (meter readings, HVAC, etc.).
• Maintain tenant contact, vendor contact list, and insurance information.
• Promote and foster positive relationships with tenants and owners.
• Additional duties assigned by the Assistant Property Manager and General Manager.

Skills

Exceptional oral and written communic​

Education

Bachelor's degree

Tools

MS 365 Word

MS Excel

MS Outlook

Yardi Voyager

Job description

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partnersand clients through expertisein investment, development, brokerageand property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trustand high performance.

Transwestern Services turns strategy into reality with consistency and accountability, collaborating to provide dynamic, tailored solutions. Whether representing a tenant, advising an investor or repositioning an asset, we operate with tenacity and own the outcome every time. Our 2,200-strong team works across service lines, ready to activate our full platform to deliver a customized, cohesive experience for clients.

POSITION SUMMARY:

The Property Administrator is responsible for working directly with the General Manager in performing clerical and administrative assignments for the assigned properties/projects.

It is the responsibility of the Property Administrator not only to exhibit exceptional customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results.

ESSENTIAL JOB FUNCTIONS:

• Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
• Prepare and coordinate bid proposals and service contracts and approved invoices.
• Maintain lease and property files.
• Track and electronically file service contracts and insurance certificates. Maintain follow-up system for expiration.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Transcribe contracts, leases, proposals, addendums, side letters, exhibits, correspondence, etc.
• Prepare financial spreadsheets.
• Lead the accounts payable process for all assets, must have an intermediate understanding of property operations and accounting.
• Order and maintain adequate stock of office supplies.
• Greet tenants, prospective tenants, vendors, and guest.
• Notify participants of meetings, and their responsibilities and any changes in plans or schedules.
• Order tenant door plaques and directory strips; maintain property signage.
• Prepare and distribute tenant move-in packages; order tenant gifts as needed.
• Maintain parking/building access card records.
• Invoice tenant rebills (meter readings, HVAC, etc.).
• Maintain tenant contact, vendor contact list, and insurance information.
• Promote and foster positive relationships with tenants and owners.
• Additional duties assigned by the Assistant Property Manager and General Manager.

POSITION REQUIREMENTS:

• A 4-year college degree.
• At least 1 year of commercial real estate administrative experience.
• Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.
• Yardi Voyager experience preferred.
• Ability to keep information strictly confidential.
• Strong desire to succeed in an entrepreneurial environment.
• Must be able to handle multiple projects and changing priorities.
• Exceptional oral and written communication skills.
• Strong customer service orientation.

This is a full-time, in-office, hourly onsite role. The salary range for this role is $70,000-$80,000.

WORK SHIFT:

LOCATION:

San Diego, CA

This is a dynamic, on-site role that places you at the heart of the action. As a result, an essential function of this position is working on-site. Remote or hybrid options are not available. Being on property allows you to build strong relationships with clients and tenants, respond in real time, and make a visible impact every day.

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more attranswestern.com.

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.