Property Administrator

The part-time (24 hours) Commercial Property Management Administrator provides essential administrative and tenant‑support functions for the Northern California commercial portfolio, ensuring smooth daily operations, accurate documentation, strong tenant communication, and efficient coordination across Property Management, Operations, Leasing, Maintenance, Security, and Accounting.

Key Responsibilities

• Handle daily administrative tasks: mail distribution, document creation, copying, filing, and call routing
• Serve as liaison between tenants and property management, maintenance, HVAC, marketing, and housekeeping
• Support Operations, Marketing, Maintenance, and Security teams with tenant‑related tasks
• Manage COI requirements; verify vendor, contractor, and tenant insurance compliance
• Collect tenant sales reports and upload into Yardi
• Maintain tenant contact information, emergency contacts, and occupancy records
• Track lease execution and move‑in documentation (business info, signage approvals, deposits, rent, insurance, etc.)
• Oversee office supplies and ensure timely ordering
• Maintain databases including Yardi, NetVendor, Commercial Café, Payscan, and DocuSign
• Process invoices and support Accounts Payabables
• Prepare welcome letters, retailer handbooks, default notices, possession letters, and other leasing correspondence
• Coordinate visitor and contractor access with Security and Janitorial teams
• Review and research lease language and legal documents
• Maintain vendor files and coordinate inspections and preventive maintenance schedules
• Prepare tenant notices including CAM reconciliations, rent increases, and default notices

Qualifications

• 2–4 years of administrative support experience; retail property management experience a plus
• Highly organized, detail‑oriented, and able to manage multiple priorities
• Strong communication and customer service skills
• Proficiency in MS Office; familiarity with Yardi and DocuSign preferred
• High school diploma required; some college preferred

Schedule

• Onsite only
• Part‑time: approx. 24 hours weekly
• Reports daily to Property Manager & Regional Property Manager