Job Description
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.
Systems & Financial Support
- 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.
Work Environment
- 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.
Benefits
- 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
- Referral program