Regional Property Administrator (Central)

Job Description

Job Description

Job Description: Regional Property Administrator (Central)

ARDEN LOGISTICS PARKS

Arden Group is a vertically integrated real estate investment management firm focused on equity and debt investments in the top 25 US MSA’s. Founded in 1989, Arden Group has acquired approximately $7 billion of properties and assets managed in excess of $12 billion of commercial real estate assets.

Established by Arden Group in 2021 as a best-in-class logistics real estate operating platform, Arden Logistics Parks specializes in the acquisition, improvement and property management of light industrial business parks and industrial outside storage. Our real estate investment business operates a geographically diverse portfolio of more than 10 million square feet. of last mile facilities in 12 highly sought-after markets of urban infill locations throughout the United States.

Recently listed as “Best Places to Work in PA” for 2025, our firm provides a supportive and exciting culture for our employees to challenge themselves and thrive. As a growing firm, we are looking for experienced team members with a passion for working in a high-growth environment. We value employees who are RESPONSIVE, TENANT-CENTRIC, and NIMBLE and we’ve created an environment for such employees to flourish as we continue to expand.

Position Overview
The Regional Property Administrator will provide centralized accounting, contract administration, vendor management, utility administration, tenant billing support, and construction administration services for a regional portfolio of industrial assets. This role supports ALP’s operating principles of trust, passion, nimbleness, entrepreneurship, and responsiveness by strengthening consistency, accuracy, and service delivery across property management operations.

Reporting directly to the Regional Property Manager, this non-exempt position serves as a key member of the Property Operations Support Team and acts as the primary administrative, financial, contract, and compliance resource for assigned markets. The role partners closely with Property Managers, Assistant Property Managers, Leasing Coordinators, Asset Managers, Accounting, Construction, and Legal to ensure operational consistency, financial accuracy, and compliance across the portfolio.

This role is designed to remove transactional and administrative burden from market teams, allowing Property Managers and Assistant Property Managers to focus on tenant relationships, property operations, leasing activity, capital planning, and overall portfolio performance.

Responsibilities (include, but are not limited to the below):

Accounts Payable Administration

• Review and process property and capital invoices in accordance with established company procedures and approval requirements.
• Verify appropriate Bill To, property/entity allocation, coding, job coding, contract documentation, vendor compliance documentation, lien waiver requirements, and supporting backup, as applicable, prior to routing invoices for approval.
• Identify missing or incomplete invoice documentation and coordinate directly with vendors to obtain required information.
• Route invoices through the appropriate approval workflow and monitor outstanding items through completion.
• Coordinate with vendors, Property Management, Accounting, and other business partners to resolve invoice discrepancies and payment-related questions.
• Support invoice follow-up, accruals, month-end requirements, and other AP-related administrative activities for assigned markets.
• Maintain accurate and complete invoice documentation in applicable company systems.

Vendor Management & Compliance

• Coordinate vendor onboarding and maintain required vendor documentation in accordance with company requirements.
• Collect and maintain required documentation, including W-9s, Certificates of Insurance, and other compliance information.
• Monitor vendor compliance status and proactively follow up with vendors regarding missing, expired, or incomplete documentation.
• Maintain accurate vendor records within Yardi and other applicable company systems.
• Coordinate with Property Management when vendor compliance issues cannot be resolved through routine vendor follow-up or require operational escalation.
• Support periodic vendor audits, compliance reporting, and documentation requests.
• Help ensure vendors are appropriately established and compliant before work or payment is processed, where required by company procedures.

Service Contract Administration

• Coordinate the administrative lifecycle of property-level service contracts from initiation through execution, renewal, and expiration.
• Maintain the centralized contract repository and ensure executed agreements and supporting documentation are properly filed and associated with the applicable property and vendor.
• Track contract status, execution, commencement and expiration dates, renewal provisions, notice requirements, and outstanding documentation.
• Coordinate contract routing, required approvals, signatures, and legal review in accordance with established company procedures.
• Maintain contract information and workflow status within Monday.com and other applicable systems.
  Proactively communicate upcoming expirations, renewals, outstanding approvals, and other required actions to Property Management.
• Coordinate directly with vendors and internal business partners to obtain routine contract documentation and resolve administrative outstanding items.
• Escalate business decisions, material contract changes, vendor performance concerns, and unresolved issues to the appropriate Property Manager.

Utility Administration

• Coordinate utility account administration for assigned markets, including account setup, transfers, disconnects, and changes associated with acquisitions, dispositions, tenant move-ins, and tenant move-outs.
• Maintain accurate utility account information, meter records, account numbers, responsibility assignments, and supporting documentation.
  Monitor utility account activity and coordinate resolution of routine account discrepancies directly with utility providers.
• Support utility invoice administration and ensure accounts are associated with the appropriate property, tenant, or responsible party.
• Coordinate with Property Management and Accounting regarding tenant utility recoveries, billing responsibilities, and identified discrepancies.
• Maintain organized utility records and tracking tools to support portfolio-level visibility and reporting.
• Escalate service interruptions, unresolved billing issues, unusual account activity, or other matters requiring Property Manager involvement.

Special Projects, Systems & Process Support

In addition to the four core areas of responsibility, the Regional Property Administrator will support special projects and broader Property Management initiatives as business needs evolve.

Requirements / Qualifications:

Education & Experience

• Bachelor's degree in accounting, Finance, Real Estate, Business Administration, or a related field preferred.
• 3-5 years of experience in commercial real estate, property accounting, lease administration, contract administration, construction administration, or property operations support.
• Experience supporting multiple properties, markets, or regional teams preferred.
• Industrial real estate experience preferred.

Technical Skills

• Strong proficiency in Yardi Voyager or comparable property management/accounting software.
• Experience with Construction Manager or similar construction/project management systems preferred.
• Strong Microsoft Excel skills and proficiency with Microsoft Outlook, Word, Teams, and related tools.
• Experience with Monday.com or comparable workflow management platforms preferred.

Professional Skills

• Exceptional organization, follow-through, and time management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize multiple deadlines across several markets simultaneously.
• Strong written and verbal communication skills.
• Ability to work independently while supporting a geographically dispersed team.
• Process-oriented mindset with the ability to identify opportunities for standardization and efficiency.

Benefit Offering
We offer competitive compensation packages, comprehensive medical, dental, vision, and life insurance, FSA and HSA, 401k with match, PTO, paid and floating holidays, paid parental leave, professional development resources, and company discounts.

EEO Statement
Our company is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, genetic information, citizenship status, national origin, pregnancy, veteran status and or any other legally protected characteristics. We are committed to providing reasonable accommodation.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, walk, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear. The vision requirements include close vision and ability to focus. The employee may frequently lift and/or move up to 25 pounds.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Management reserves the right to modify, add, or remove duties as necessary.