Property Administrator

Job Description

Job DescriptionMelan Property Management is seeking a highly organized, proactive, and service-oriented Property Administrator to support the day-to-day operations of our commercial property portfolio. This position works closely with the Property Manager, building staff, vendors, tenants, and ownership to help ensure our properties are professionally operated and tenant needs are addressed promptly.

The ideal candidate is detail-oriented, dependable, responsive, comfortable managing multiple priorities, and takes ownership of assignments from start to finish. Strong communication, organization, follow-through, and customer service are essential to success in this role.

This is an in-person, multi-property position that requires regular travel between assigned properties during the business day. Candidates must have reliable transportation and be comfortable traveling between properties based on operational and tenant needs.

Key Responsibilities

• Serve as a primary administrative point of contact for tenants and provide professional, responsive customer service.
• Receive, enter, monitor, and follow up on tenant work orders, ensuring requests are properly documented and followed through to completion.
• Follow up with tenants after service requests to confirm concerns have been resolved and document the outcome.
• Assist with accounts payable, including receiving, coding, processing, and uploading vendor invoices and maintaining supporting documentation.
• Coordinate vendor scheduling, property access, service calls, and required documentation.
• Maintain and track vendor and tenant Certificates of Insurance (COIs) and other required compliance documentation.
• Assist with lease administration, including maintaining lease files, critical dates, tenant information, and other property records.
• Support the Property Manager with monthly reporting, budgeting, expense tracking, variance information, and financial documentation.
• Assist with tenant communications, building notices, vendor correspondence, and other property-related communications.
• Maintain accurate and timely information within property management and work-order systems.
• Review property email, voicemail, office phone communications, and work-order activity throughout the business day and ensure items are addressed or routed promptly.
• Assist with tenant move-ins and move-outs, including coordination of building access, vendors, documentation, and related requirements.
• Participate in property inspections and building walks and help track identified items through completion.
• Travel between assigned properties during the business day to provide onsite administrative and operational support as needed.
• Maintain organized electronic and physical property files.
• Assist with special projects, tenant events, capital projects, and other property initiatives.
• Provide administrative and operational support to the Property Manager and Managing Partners as needed.

Qualifications

• 2+ years of administrative, property management, commercial real estate, facilities, or related experience preferred.
• Commercial property management experience is strongly preferred.
• Experience with property management, accounting, or work-order software; Yardi experience is a plus.
• Strong Microsoft Office skills, particularly Outlook, Excel, and Word.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with the ability to manage multiple assignments and deadlines.
• Demonstrated attention to detail and accuracy.
• Strong customer-service orientation and professional phone and email communication skills.
• Ability to communicate effectively with tenants, vendors, building staff, clients, and senior leadership.
• Ability to work independently, identify items requiring attention, and follow assignments through completion.
• Dependable attendance and punctuality are essential.
• Reliable transportation is required to travel between assigned commercial properties.
• Must be able and willing to travel between multiple properties during the business day, sometimes with limited notice, based on operational and tenant needs.
• Valid driver’s license and ability to travel to assigned properties as required.
• Ability to handle confidential and sensitive business information professionally.

What Success Looks Like at Melan

At Melan, the Property Administrator is more than an administrative support position. This individual plays an important role in keeping our properties organized, our tenants informed, and our operations moving forward.

We are looking for someone who communicates, follows through, pays attention to the details, anticipates needs, and takes ownership of their responsibilities. When something needs attention, we expect our staff to communicate it, track it, and help ensure it reaches resolution.

We take pride in providing a high level of service to our tenants and clients. The Property Administrator is an important part of delivering that experience and supporting the continued growth and success of Melan Property Management.