Property Administrator – Lease & Building Services Coordinator

Matlen Silver; Fairfield (NJ); On-site; USD 55,000 - 75,000; Full time

Job summary

Matlen Silver in New Jersey is seeking a detail-oriented Property Administrator to support the Property Manager with lease administration and building services. The role involves abstracting leases, preparing new leases from templates, and coordinating document transmission between tenants, brokers, and internal stakeholders, while tracking key dates and obligations.

You will also manage vendor relations, schedule maintenance across properties, and maintain accurate service logs to ensure smooth

Qualifications

• 4+ years in property management or lease administration.
• Ability to read and abstract lease documents with high attention to detail.
• Experience coordinating with external parties (insurance, lenders, vendors).

Responsibilities

• Abstract leases and pull key terms for internal tracking.
• Prepare new leases using templates — updating tenant names, dates, and terms accurately.
• Coordinate lease execution and transmit documents between tenants, brokers, and internal stakeholders.
• Track and manage key dates: expirations, renewal notices, escalations.
• Serve as point of contact for vendors regarding maintenance and repair requests; maintain service logs across properties.

Skills

Property management

Lease administration

Paralegal support

Vendor coordination

Communication

Tools

QuickBooks

Adobe

MS Office

Job description

We are looking for a detail-oriented Property Administrator to support our Property Manager across lease administration and building services. This role blends light paralegal-style lease work with day-to-day vendor and building coordination — a great fit for someone who's organized, comfortable with documentation, and confident communicating with outside parties like insurance providers and lenders.

What You'll Do

Leasing & Lease Administration

• Abstract leases and pull key terms, dates, and obligations for internal tracking
• Prepare new leases using existing templates — updating tenant names, dates, and terms accurately
• Facilitate lease execution and transmit documents and terms between tenants, brokers, and internal stakeholders
• Track and manage key dates: expirations, renewal notice deadlines, escalations
• Learn and apply our company's leasing standards, templates, and documentation practices
• Coordinate with insurance providers (COIs, policy verification) and, when needed, banking/lending contacts on lease- or property-related matters

Building Services

• Serve as point of contact for vendors regarding maintenance and repair requests
• Schedule and coordinate building maintenance/repair work across properties
• Maintain and grow vendor relationships; understand which vendor services which building/space and why
• Maintain an accurate service log for maintenance and vendor activity

What We're Looking For

• 4+ years in property management, lease administration, paralegal support, or real estate coordination
• Comfort reading and abstracting legal/lease documents — attention to detail is critical
• Experience coordinating with external parties (insurance, lenders, vendors) a plus
• Strong organizational skills; able to manage multiple deadlines
• Clear written and verbal communication
• Company used software experience (QuickBooks, Adobe, MS Office)