Commercial Property Administrator I

Job Description

Job Description

Jamestown

JOB DESCRIPTION

POSITION/LEVEL: Commercial Property Administrator I FLSA: Non-exempt

DEPT/OFFICE: Property Management DATE: October 2026

REPORTS TO: Property Manager

JOB SUMMARY:

The Commercial Property Administrator provides comprehensive administrative, financial, and operational support to the Property Management team for a high-profile, high-volume commercial property. The position plays an integral role in supporting day-to-day building operations, financial administration, vendor management, and event coordination.

This role is responsible for maintaining organization and accountability across property-related administrative functions, including invoice processing, expense reporting, procurement, vendor documentation, Certificates of Insurance, contract tracking, operational reporting, and project closeout documentation.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment with multiple internal departments, vendors, contractors, consultants, and stakeholders.

Work Schedule

• Monday through Friday, 9:00 AM – 6:00 PM.
• Rotating coverage of 10:00 AM – 7:00 PM will be required based on the operational needs of the property.
• This is an on-site position supporting an active commercial property.
• The Property Administrator must have flexibility to provide coverage outside of regularly scheduled hours, including weekends and holidays, based on business and operational needs.
• Schedule adjustments and additional coverage may be required to support special events, building operations, emergencies, vendor activities, and other property-related needs.

Key Responsibilities

Financial Administration & Accounts Payable

• Receive, review, code, and process property-related invoices for approval.
• Verify invoices against contracts, proposals, purchase orders, and approved scopes of work.
• Maintain an invoice tracker and follow invoices through the approval and payment process.
• Research and resolve invoice discrepancies, duplicate billings, missing documentation, and outstanding payments.
• Prepare and process Property Management expense reports and reimbursement requests.
• Coordinate with Accounting and vendors regarding invoice status, vendor setup, payment inquiries, and account reconciliation.
• Maintain organized financial records and supporting documentation.
• Assist Property Management with tracking operating expenses against approved budgets.
• Assist with accruals, forecasts, budget preparation, and other periodic financial reporting as requested.
• Maintain records of proposals, approvals, purchase orders, invoices, and payments.

Procurement & Office Administration

• Manage procurement of Property Management office supplies and routine operational materials.
• Maintain appropriate inventory levels and coordinate replenishment as necessary.
• Obtain pricing and proposals for routine purchases and services.
• Track orders from approval through delivery and invoice processing.
• Maintain records of purchases and ensure proper approvals are obtained.
• Coordinate office equipment, subscriptions, administrative services, and other Property Management needs.
• Maintain an organized Property Management office and electronic filing system.

Vendor & Contract Administration

• Coordinate vendor onboarding and maintain complete vendor records.
• Collect and track Certificates of Insurance (COIs), W-9s, executed agreements, and other required vendor documentation.
• Review vendor submissions for completeness and escalate deficiencies to Property Management.
• Maintain a master vendor list with current contact and service information.
• Maintain a contract tracker identifying agreement terms, expiration dates, renewal dates, notice requirements, and other key milestones.
• Assist with obtaining proposals and coordinating vendor access to the property.
• Follow up with vendors regarding outstanding proposals, invoices, agreements, insurance documentation, and other administrative requirements.
• Maintain organized electronic files for all service agreements and vendor documentation.

Property Operations Support

• Provide daily administrative support to the Property Manager and Property Management team.
• Maintain operational trackers, logs, calendars, and property records.
• Assist with preparing building notices, correspondence, reports, meeting agendas, presentations, and other Property Management communications.
• Schedule and coordinate vendor, contractor, consultant, and internal meetings.
• Prepare meeting notes and track action items through completion.
• Maintain recurring service and inspection calendars.
• Assist with tracking open work orders, proposals, repairs, preventive maintenance activities, and operational projects.
• Coordinate with Engineering, Security, Janitorial, Events, Development, and other internal teams as necessary.
• Maintain building access and vendor/contractor information when required.

Event, Vendor & Building Access Coordination

• Support Property Management with administrative coordination for events, activations, photoshoots, tours, and other special building activities.
• Collect required vendor documentation in advance of scheduled work or events.
• Track COI submissions and vendor approvals to ensure documentation is received within established deadlines.
• Assist with maintaining schedules of upcoming building activities, deliveries, contractor work, and events.
• Maintain and distribute Property Management’s weekly building look-ahead.
• Coordinate late additions and schedule changes with the appropriate internal teams.
• Assist with communicating building access requirements, loading procedures, work rules, and other operational requirements to vendors and stakeholders.

Compliance & Property Documentation

• Maintain administrative trackers for permits, inspections, Certificates of Insurance, service agreements, and other property compliance documentation.
• Assist with tracking open regulatory or inspection-related items and required follow-up documentation.
• Maintain records necessary for audits, insurance requirements, budgeting, and operational reviews.
• Coordinate document collection from vendors, consultants, contractors, and internal departments.
• Ensure property files are organized, current, and readily accessible.
• Assist with maintaining current emergency contacts, vendor contacts, and other critical property information.

Reporting & Team Coordination

• Assist with weekly, monthly, quarterly, and annual Property Management reporting.
• Maintain action-item trackers and follow up with responsible parties on outstanding deliverables.
• Assist with preparing meeting agendas and status reports for Property Management and leadership.
• Maintain centralized documentation to improve communication and accountability across departments.
• Identify missing information or documentation and proactively follow up with the appropriate parties.
• Support the Property Manager with special projects and other operational priorities as assigned.

Qualifications

• 2–4 years of experience in commercial property management, facilities management, real estate administration, construction administration, or a related field preferred.
• Experience supporting a high-volume commercial property, mixed-use property, hospitality environment, venue, or other complex operation is preferred.
• Experience with invoice processing, accounts payable, expense reporting, procurement, and vendor administration.
• Familiarity with Certificates of Insurance, service agreements, purchase orders, and vendor compliance documentation.
• Strong proficiency in Microsoft Excel, Outlook, Word, Teams, and related business applications.
• Experience with property management, accounting, procurement, or work-order management systems preferred.
• Excellent organizational and recordkeeping skills.
• Strong written and verbal communication skills.
• Ability to manage multiple deadlines and competing priorities.
• Strong attention to detail and follow-through.
• Ability to work effectively with executives, internal departments, vendors, contractors, consultants, and building staff.

Key Competencies