Property Administrator - Commercial

Ymprealestate; Town of Florida (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

Ymprealestate is seeking a Property Administrator to manage day-to-day administration of multiple commercial office buildings, including rent collection, tenant requests, and invoice processing. The role supports the Property Manager, coordinates with tenants and vendors, and maintains accurate AR/AP data and lease information.

You will assist in year-end reconciliations, monthly reports, and occupancy activities while ensuring lease covenants are followed and records are up to date.

Qualifications

• 2+ years of related experience in property management
• Valid driver’s license and access to a vehicle
• Willingness to travel to sites
• Strong communication, both written and oral
• Ability to work with owners, tenants and team members
• Proficiency with MS Word and Excel

Responsibilities

• Assist Property Manager with supplier and contractor quotations
• Review and reconcile tenant rent and CAM charges
• Tour vacant space and promote leasing activity
• Process AR/AP and assist in rent collections
• Maintain property files and records
• Coordinate and execute marketing programs for properties
• Provide admin support to General Manager/Property Managers
• Maintain insurance certificates and tenancy information

Skills

Communication

Time management

Multi-tasking

Professional phone manner

Relationship building

Team collaboration

Adaptability

Problem solving

Tools

MS Word

Excel

Outlook

Yardi

Job description

Description

The Property Administrator is responsible for the day-to-day administration of multiple commercial office buildings. This includes collecting rent, managing tenant requests, reviewing and coding all invoices, inputting lease information for new tenants and vendors, and other duties assigned by the Property Manager.

Essential Functions

• Assist Property Manager with obtaining supplier and contractor quotations.
• Review and reconcile tenant rent and Common Area Maintenance (CAM) recovery charges;
• Tour vacant space and promote leasing activity.
• Accounting process which may include, but not be limited to, researching invoices, coding invoices, reviewing A/R and A/P reports, and assisting in the collection of rents;
• Ensure that property files and records are properly maintained;
• Ensure Tenants are abiding by Lease covenants;
• Provide administrative support and coordination to General Manager/Property Managers;
• Accounts Receivable - collecting arrears, recording collections, and ensuring timely rental payments including reconciliation of accounts as needed;
• Input accurate data of lease administration information for new tenants, renewals, etc., and issue welcome packages/handbooks to new tenants;
• Liaise with tenants for accounting and accounts receivable matters including rent and insurance certificates collection;
• Assist in preparation of year-end reconciliations and annual rental advice letters;
• Review and print related monthly reports and ensure accuracy of Rent Roll/Rent Up;
• Accounts Payable – review and code all invoices and process bank deposits.
• Handle general day-to-day inquiries and concerns from tenants and keep all tenancy information up-to-date.
• Maintain current insurance certificates for tenants and vendors pursuant to lease/contract requirements.
• Coordinate and execute marketing programs and promotions for properties.
• Maintain filing systems for AR, AP, contracts, insurance certificates, tenant information, etc.
• General office / administrative duties as needed.
• Other duties and projects as assigned from time to time.

Requirements

• 2+ years of related experience, preferably in property management field.
• Career oriented for potential future advancement to Assistant Property Manager.
• Valid driver’s license and access to vehicle.
• Be willing to travel to sites as necessary.
• Ability to communicate effectively and professionally, both oral and written with owners, tenants and team members.
• Ability to develop and sustain cooperative working relationships.
• Professional phone manner.
• Strong time management skills including the ability to multi-task, work under pressure and achieve quality results.
• Proven innovation with a willingness to manage and adapt to change.
• Solid computer skills including intermediate to advanced skills in MS Word, Excel, Microsoft Office and Outlook.
• Knowledge of Yardi is a plus.