Property Administrator

Independence Village; Zionsville (IN); On-site; USD 42,000 - 58,000; Full time

Job summary

CommonSail Investment Group is seeking a Property Administrator to oversee office activities for a senior residential community. This role supports the Executive Director with financial oversight, reporting, and maintaining accurate resident accounts within set timelines.

The position requires 2-4 years in property management, strong writing and verbal communication, and proficiency in Microsoft Office and Yardi. Travel and payroll responsibilities are included as part of the role.

Qualifications

• 2-4 years of experience in property management.
• Ability to write clearly and concisely.
• Ability to communicate verbally with individuals and groups.
• Ability to work collaboratively as part of a team.
• Strong proficiency with Microsoft Office Applications.
• Accounting or financial experience preferred.
• Administrative experience required.
• Knowledge of Yardi.
• Some travel may be required.

Responsibilities

• Assumes Executive Director responsibilities when required.
• Directs front office personnel and schedules staff.
• Handles resident billing and collection of income.
• Performs month-end closing and ensures timely reporting.
• Maintains property files, insurance certificates, and vendor records.
• Processes lease renewals and move-in/move-out paperwork in Yardi.
• Maintains petty cash and processes invoices weekly.
• Oversees payroll administration and department expenses.
• Pursues receivables and implements structured collections.
• Forecasts operations with high accuracy and collaborates with the team.

Skills

Property management

Written communication

Verbal communication

Team collaboration

Microsoft Office

Accounting

Administrative experience

Yardi

Travel

Tools

Yardi software

Job description

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The Property Administrator will perform and/or oversee all office activities of a senior residential community. This role is responsible for maintaining an accurate reporting system of resident accounts and office processes within assigned timelines. The Property Administrator will assist the Executive Director with financial oversight of budget, department declining budgets, NOI, coverage ratio, cash flow, and loss to potential.

Required Experience

• 2-4 years of experience in property management
• Ability to write clearly and concisely
• Ability to effectively communicate verbally with individuals and both large and small groups.
• Ability to effectively work collaboratively as part of a team.
• Strong proficiency with Microsoft Office Applications
• Accounting or financial experience preferred
• Administrative experience required
• Knowledge of Yardi
• Some travel may be required

Primary Responsibilities

• The Property Administrator assumes the Executive Director responsibilities when required.
• Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
• Directly manages front office personnel.
• Function as Manager on Duty, taking a weekend rotation.
• Schedule front office personnel.
• Complete resident billing of monthly rental fees and other miscellaneous charges.
• Collect, process, deposit and record all income, and notify residents of non-payments.
• Perform month end closing procedure and ensure that reports are accurate and submitted in a timely manner.
• Maintain and update the property file system on work orders, general correspondence, residents, employees, etc.
• Maintain Certificates of Insurance with vendors/contractors.
• Provide quality, professional service to the residents.
• Enter lease renewals and move-in/move-out paperwork processing in Yardi.
• Maintain and reconcile petty cash account.
• Process purchase invoices on a weekly basis.
• Payroll administration, including pay package, termination packages, and payroll transmittals.
• Maintain department expenses within budgeted parameters.
• Purchase and supervise the maintenance of all office and administrative supplies and equipment.
• Maintain vendor indemnification and code of conduct.
• Additional duties as assigned or needed.
• Maintain a positive attitude which supports team performance and productivity.
• Supports the Mission, Values, and Vision of Senior Village Management.
• Work toward continual improvement of the overall organization.
• Train front office personnel as necessary to cover Property Administrator responsibilities.
• Responsible for pursuing receivables/collection of outstanding unpaid rents.
• Implement and conduct structured receivables collection.
• Conduct monthly general ledger review.
• Collaborate with team to forecast operations with 98% accuracy 4 months out.

General Working Conditions

This position entails standing for long periods of time. While performing the duties of this job, the employee is required to communicate effectively with others, sit, stand, walk and use hands to handle keyboard, telephone, paper, files, and other equipment and objects. The employee is occasionally required to reach with hands and arms. This position requires the ability to review detailed documents and read computer screens. The employee will occasionally lift and/or move up to 25 pounds. The work environment requires appropriate interaction with others. The noise level in the work environment is moderate. Occasional travel to different locations may be required.

Connecting Seniors, Families and Communities

For over 37 years, our senior living communities have served seniors and their families across Michigan, Ohio, Indiana, Iowa, Kentucky, and Tennessee, with each location offering unique services including independent, enhanced, and assisted living, as well as memory care and rehabilitation and skilled nursing. Through forming authentic connections and committing to creating the absolute best experiences each day for our residents and their families, we’ve created a special culture within our communities that allows our employees to do their best work and our residents to shine every day.

Not Just Making Every Day Great. Making Every Minute Great. There are 1,440 minutes in every single day. We aspire to make each one of them an exceptional moment. This philosophy is supported by our 6 powerful, yet simple pillars: Dream Big, Have Courage, Take Initiative, Be Accountable, Give Back & Enjoy it. We strive to fulfill the aspirational yet unattainable goal of creating the absolute best experience with every person, in every interaction, every minute of every day.

It begins with empowering our employees. Every employee, at every level of the company, is expected to perform like a leader. Everyone is encouraged and expected to put the needs of each other above everything else. No one here just “does their job” The mission is to create the absolute best experiences. This emphasis on putting people first has helped us successfully grow for the right reasons.

We have developed an environment that attracts dreamers, adventurers, creators, givers and believers to seek career opportunities with us. We find people who believe that true happiness is only found in the service of others. We want high-performers with diverse skill-sets and big hearts. We treat each other as family and find that close collaboration creates the biggest ideas.

If you love serving others, and are looking for an opportunity to thrive, CommonSail Investment Group and our businesses is your destination.

This classification description is intended to indicate the general kinds of tasks and levels of work difficulty that are required of positions given this title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of the employees under her/his supervision. The use of a particular expression or illustration describing duties shall not exclude other duties not mentioned that are of a similar kind or level of difficulty.

Equal Opportunity Employer