Property Management Administrator

Shapell Properties Inc; San Ramon (CA); On-site; USD 25,000 - 40,000; Part time

Benefits offered by this job

401(k) with company match

Medical, Dental, and Vision insurance

Life insurance

Vacation and Sick time

Employee Assistance Program

Flexible Spending Accounts & Health_SA

Job summary

Shapell Properties Inc. in California seeks a part-time Property Management Administrator to support the NC Commercial team, handling administrative tasks, tenant communications, and lease recordkeeping.

You will work with tenants, vendors, contractors, and internal departments, maintaining records in Yardi-like systems, processing invoices, and coordinating maintenance access. Ideal candidates have 2–4 years of admin experience, strong Microsoft Office skills, and the ability to travel locally

Qualifications

• 2–4 years of administrative experience in a professional office environment.
• Tenant relations experience is a plus.
• Proficiency in Microsoft Office, especially Word and Excel.
• Regular travel to property locations locally.
• Ability to lift up to 20 pounds.

Responsibilities

• Manage daily administrative functions including correspondence, document preparation, filing, phone support, and record maintenance.
• Maintain office occupancy records, tenant files, and property management databases.
• Order and manage office supplies.
• Serve as a primary point of contact for tenant communications and coordinate with maintenance, security, marketing, housekeeping, and other departments.
• Maintain current tenant and emergency contact information.
• Prepare tenant correspondence, including welcome letters, notices, rent increase notices, CAM reconciliations, and default letters.
• Maintain lease documentation and track compliance requirements, including insurance certificates, deposits, signage approvals, and move-in documentation.
• Collect tenant sales reports and upload data into Yardi.
• Review and verify Certificates of Insurance (COIs) for vendors, contractors, and tenants.
• Maintain vendor records and coordinate inspections, preventative maintenance, and contractor access.
• Assist with visitor, vendor, and contractor access coordination in partnership with security and janitorial teams.
• Maintain and update records in Yardi, NetVendor, Commercial Café, PayScan, and DocuSign.
• Process invoices and coordinate with Accounts Payable.
• Support leasing and property management teams with documentation, correspondence, and tenant file maintenance.

Skills

Organization

Communication

Detail oriented

MS Office

Office procedures

Education

High School Diploma

Some college coursework

Tools

Yardi

DocuSign

PayScan

NetVendor

Commercial Café

Job description

Property Management Administrator (Part-Time)

Position Summary

The Property Management Administrator provides administrative and operational support to the Northern California Commercial Property Management team. This role serves as a key liaison between tenants, vendors, contractors, and internal departments while ensuring efficient office operations and accurate property records.

Key Responsibilities

Administrative & Office Support

• Manage daily administrative functions including correspondence, document preparation, filing, phone support, and record maintenance.
• Maintain office occupancy records, tenant files, and property management databases.
• Order and manage office supplies.

Tenant Relations & Lease Administration

• Serve as a primary point of contact for tenant communications and coordinate with maintenance, security, marketing, housekeeping, and other departments.
• Maintain current tenant and emergency contact information.
• Prepare tenant correspondence, including welcome letters, notices, rent increase notices, CAM reconciliations, and default letters.
• Maintain lease documentation and track compliance requirements, including insurance certificates, deposits, signage approvals, and move-in documentation.
• Collect tenant sales reports and upload data into Yardi.

Vendor & Property Operations Support

• Review and verify Certificates of Insurance (COIs) for vendors, contractors, and tenants.
• Maintain vendor records and coordinate inspections, preventative maintenance, and contractor access.
• Assist with visitor, vendor, and contractor access coordination in partnership with security and janitorial teams.
• Maintain and update records in Yardi, NetVendor, Commercial Café, PayScan, and DocuSign.
• Process invoices and coordinate with Accounts Payable.
• Support leasing and property management teams with documentation, correspondence, and tenant file maintenance.

Qualifications

Required Skills

• Strong organizational, time management, and multitasking abilities.
• Excellent written, verbal, and customer service skills.
• High attention to detail and strong problem-solving skills.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Knowledge of office administration procedures and systems.

Preferred Skills

• Experience with Yardi, DocuSign, PayScan, NetVendor, or Commercial Café.
• Commercial or retail property management experience.

Education & Experience

• High School Diploma or equivalent required; some college coursework preferred.
• 2-4 years of administrative experience in a professional office environment.
• Tenant relations experience is a plus.
• Regular use of computers, phones, and standard office equipment.
• Ability to travel locally to property locations as needed.
• Ability to lift up to 20 pounds and perform routine office and property-related activities.
• 401(k) with company match
• Medical, Dental, and Vision insurance
• Life insurance
• Vacation and Sick time
• Employee Assistance Program
• Flexible Spending Accounts & Health Savings Account