Property Administrator

Job Description

Job Description

The Property Administrator/Assistant Property Manager supports the daily operations, leasing activities, and resident relations for the property. Working closely with the Property Manager, this role helps ensure the community runs smoothly, remains well-maintained, and delivers an exceptional living experience for all residents. The ideal candidate is organized, customer-focused, and skilled at balancing administrative tasks with in-person service.

Key Responsibilities

Financial Reporting

• Financial Reporting: Prepare, review, and distribute monthly, quarterly, and annual financial statements, including income statements, balance sheets, rent rolls, and occupancy reports.
• Variance Reporting: Conduct detailed monthly budget-to-actual variance analysis, identify key financial drivers, and present clear explanations to leadership and ownership groups.
• Accruals & Reclasses: Process monthly accruals, perform appropriate reclasses, and ensure proper expense allocation across GL accounts.
• General Ledger Management: Reconcile GL accounts, review expense coding, assist with month-end closing, and ensure accounting accuracy.
• Accounts Payable Support: Review and code vendor invoices, confirm charge accuracy, assist with approvals, and maintain vendor compliance documentation.
• Budget Support: Assist in the preparation of annual operating and capital budgets by gathering data, forecasting expenses, and consolidating financial information.
• Reconciliation Assistance: Support year-end, tax, and utility reconciliations through documentation, data verification, and reporting.
• Rent Collection & Reporting: Support rent collection activities, monitor delinquency, conduct ledger audits, and generate month-end rent and delinquency reporting.
• Lease Administration: Maintain organized lease files, assist with renewals, process move-ins/move-outs, and support lease audits for accuracy.
• Resident & Vendor Communication: Provide responsive communication to residents, vendors, ownership, and internal teams to support smooth operations.
• Operational & Contract Support: Track capital projects, oversee service contracts, maintain compliance logs, and ensure property documentation is up-to-date.
• System Experience: Proficient in RentCafe CRM, Yardi, and other industry-standard platforms for reporting, accounting tasks, and operational management.

Leasing & Marketing

• Assist with leasing activities including tours, application processing, and move-ins/move-outs.
• Maintain accurate and up-to-date leasing records, availability reports, and resident files.
• Ensure model units and common areas are clean, organized, and ready for showings.

Resident Relations

• Serve as a primary point of contact for resident questions, concerns, and service requests.
• Support the Property Manager with conflict resolution and resident communications.
• Help coordinate resident events and community-building activities.
• Ensure excellent customer service and a welcoming environment.
• Support daily office operations, including handling phone calls, correspondence, and office organization.
• Assist with rent collection, delinquency follow-up, and financial reporting.
• Prepare notices, lease agreements, and other property-related documents.
• Maintain accurate property records and ensure compliance with company policies and regulations.

Maintenance Coordination

• Log and track maintenance requests and follow up to ensure timely completion.
• Conduct periodic property inspections to ensure safety, cleanliness, and curb appeal.
• Coordinate vendor visits and verify that work is completed to standards.

Leasing & Marketing

• Assist with leasing activities including tours, application processing, and move-ins/move-outs.
• Maintain accurate and up-to-date leasing records, availability reports, and resident files.
• Ensure model units and common areas are clean, organized, and ready for showings.

Compliance & Safety

• Ensure leasing practices comply with Fair Housing laws and property policies.
• Support risk management initiatives, safety protocols, and property inspections.
• Assist in responding to emergencies and communicating with residents as needed.

Qualifications

• Previous experience in property management, leasing, customer service, or a related field.
• Strong communication, organizational, and problem-solving skills.
• Proficiency with property management software Yardi and MS Office.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Professional, friendly, and resident-focused demeanor.
• Experience working in residential or multi-family housing is a plus.