Property Administrator

Job Summary:

Join a leading commercial real estate owner, developer, and property manager and play a critical role in supporting a diverse portfolio of office, flex, industrial, retail and mixed-use properties. This position serves as a key operational partner to Property Managers, Leasing, Accounting, and tenants by administering leases, maintaining tenant accounts, and ensuring the accuracy of property financial data.

The ideal candidate has an accounting and/or finance background, is highly organized, detail-oriented, and enjoys working in a fast-paced environment where they can make a direct impact on tenant satisfaction, portfolio performance and revenue collection.

Job Duties:

• Abstract and administer new leases, amendments, renewals and other lease documents within property management system
• Maintain accurate lease records, critical dates, recurring charges, escalations and tenant billing information
• Support the Property Management Accounting Manager with quarterly financial reporting packages focused on property performance forecasting, budget variances, capex planning/tracking and coordination with Property Managers for variance commentary
• Assist with tenant move-out processing, including reviewing general ledger charges, account balances and move-out tickets
• Coordinate lease set-up and review process to ensure accuracy, completeness and compliance with applicable lease terms 
• Track lease expirations and support renewal, move-out and security deposit reconciliation process
• Manage tenant receivables, monitor account balances, and assist with collection efforts in accordance with company policies and applicable lease terms
• Process daily cash receipts and maintain accurate tenant account records
• Research and resolve tenant billing discrepancies in collaboration with Property Managers, Leasing Agents, and Accounting
• Prepare correspondence related to tenant accounts, billing updates, lease administration matters, and other operational activities 
• Prepare tenant account reconciliations as needed and support the resolution of outstanding balances 
• Notify Property Managers and Leasing Agents of expiring leases, and complete final reconciliations, charges to account, and security deposit refunds
• Prepare annual reconciliations of Common Area Maintenance (CAM) and Real Estate Taxes (RET), utility, and other operating expense reconciliations 
• Calculate and prorate charges when needed and ensure all recurring charges, rent escalations and other recurring lease charges are current in property management software, including annual CPI adjustments
• Conduct monthly meetings with Property Manager -coordinate accounts receivable collection, certificates of insurance, and other account-related administrative tasks (e.g., sales, use codes, lease expiration dates, move-outs)
• Respond promptly and professionally to tenant and internal stakeholder inquiries 
• Perform other job-related duties as assigned

Job Qualifications:

• Bachelor's degree required or minimum of five (5) years equivalent work experience will be considered (accounting or finance degree and/or experience preferred)
• Proficient in Microsoft Office, including Excel, Word and Outlook 
• Able to understand and utilize Microsoft Excel formulas (including, but not limited to: Vlookups, Index/Match, SumProduct)
• Experience with commercial property management or lease administrative software preferred (MRI, Yardi, RealPage, etc.)
• Excellent verbal and written communication skills
• Strong analytical, organizational and problem-solving skills
• Ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail
• Collaborative team player with a commitment to best-in-class customer service 
• Is detailed oriented, well organized and a self-starter

This job description is not intended to be all inclusive and is subject to change periodically.