Property Administrator

Property Management Advisors; Santa Ana (CA); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical Insurance – Kaiser and Anthem

Dental Insurance – $25/month

Vision Insurance – 100% covered for em

Life Insurance, AD&D, Short-Term and/​

Voluntary Life Insurance

401k with matching (up to 3%

Health Savings Account (HSA)

Paid time off

Sick time 48 hours

Volunteer time off

10 paid holidays

Holiday break

EV Charging

Job summary

Property Management Advisors in Santa Ana, CA seeks a Property Administrator to be the hub of daily operations, greeting tenants, vendors, and visitors while keeping files, calendars, and budgets organized. This on-site role emphasizes service mindset, problem-solving, and proactive communication to support the property management team.

You will handle calls and emails, coordinate meetings, manage vendor setups and COIs, and help with events, invoicing, and reporting.

Qualifications

• High school diploma or equivalent.
• Proficient with Microsoft Office suite (Excel, Word, Outlook) and Adobe Acrobat.
• Customer service oriented with the ability to handle tenant calls efficiently.
• Strong organizational skills with the ability to manage multiple priorities, maintain accurate records, and follow through on details.
• Resourceful problem-solving skills and the initiative to identify solutions and elevate issues when appropriate.

Responsibilities

• Serve as a responsive first point of contact for tenants by answering and routing calls and emails and preparing clear, professional correspondence as needed.
• Maintain and update electronic files and master vendor list.
• Assist in coordination of ordering office supplies.
• Assist in coordination of anniversaries, birthdays, and other company events.
• Coordinate and schedule meetings for the PMA conference room and re-schedules when necessary.
• Coordinate and communicate travel arrangements, hotel arrangements, etc.
• Greet visitors and vendors.
• Opens and distributes mail on a daily basis including preparing outgoing mail and Fedex shipments.
• Assist with collecting tenant and vendor COIs.
• Maintain accurate tracking reports, including CAM reconciliation and budget trackers, to help the property management team stay informed and organized.
• Assist with new vendor setup in accounting system by submitting necessary information and documentation.
• Maintains PMA out of office master calendar.
• Scans tenant deposits via in-office scanner or by going to the bank in-person.
• Scanning invoices and submitting to accounting system for payment processing.
• Prepares vender service agreements for review and approval.
• Printing and copying as needed to assist the team.
• Help strengthen and promote the company culture by participating in team activities, celebrations, and employee engagement initiatives.

Skills

Customer service

Organizational skills

Problem-solving

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

As Property Administrator, you will be at the center of our day-to-day operations—creating a welcoming experience for tenants, visitors, vendors, and teammates while helping the property management team stay organized and responsive. This role is ideal for a service-minded professional who enjoys building relationships, solving problems, and keeping important details on track. Strong communication, organization, and a positive, proactive approach will help you thrive and contribute to the team’s success. Please note: This is an on-site position and is not eligible for remote or hybrid work.

Duties/Responsibilities:

• Serve as a responsive first point of contact for tenants by answering and routing calls and emails and preparing clear, professional correspondence as needed.
• Maintain and update electronic files and master vendor list.
• Assists in coordination of ordering office supplies.
• Assists in coordination of anniversaries, birthdays, and other company events.
• Coordinates and schedules meetings for the PMA conference room and re-schedules when necessary.
• Coordinates and communicates travel arrangements, hotel arrangements, etc.
• Greets visitors and vendors.
• Opens and distributes mail on a daily basis including preparing outgoing mail and Fedex shipments.
• Assists with collecting tenant and vendor COIs.
• Maintain accurate tracking reports, including CAM reconciliation and budget trackers, to help the property management team stay informed and organized.
• Assists with new vendor setup in accounting system by submitting necessary information and documentation.
• Maintains PMA out of office master calendar.
• Scans tenant deposits via in-office scanner or by going to the bank in-person.
• Scanning invoices and submitting to accounting system for payment processing.
• Prepares vender service agreements for review and approval.
• Printing and copying as needed to assist the team.
• Help strengthen and promote the company culture by participating in team activities, celebrations, and employee engagement initiatives.

Qualifications:

• High school diploma or equivalent, plus one to two years of relevant experience.
• Proficient with Microsoft Office suite (Excel, Word, Outlook) and Adobe Acrobat
• Customer service focused with the ability to handle tenant calls efficiently
• Strong organizational skills with the ability to manage multiple priorities, maintain accurate records, and follow through on details.
• Resourceful problem-solving skills and the initiative to identify solutions, ask questions, and elevate issues when appropriate.
• Medical Insurance (Kaiser and Anthem) – Company covers 75% of total premium
• Dental Insurance – flat rate of $25/month
• Vision Insurance – 100% covered for employee
• Life Insurance, AD&D, Short-Term and Long-Term Disability Insurance (100% company paid)
• Voluntary Life Insurance
• 401k with matching (up to 3% match, 100% vested from enrollment)
• Health Savings Account (HSA)
• Paid time off
• 48 hours of Sick time
• Volunteer time off
• 10 paid holidays
• Holiday break
• Celebrations and festivities throughout the year
• EV Charging

About our Company

Property Management Advisors (PMA) is a retail-focused property management firm with offices in Santa Ana, California, and Phoenix, Arizona. We help create well-managed shopping centers where tenants can thrive and communities can connect.

With more than 4.7 million square feet of retail properties under management across the United States, PMA brings extensive experience and a practical, creative approach to complex real estate management challenges. Our strength lies in coordinating resources, enhancing property value for our clients, and building positive, lasting relationships with clients, tenants, and vendors.

Property Management Advisors is an equal opportunity employer.