Property Management Administrator

Job Description:

The Property Management Administrator is responsible for providing administrative support to the property management and maintenance teams. This role involves a range of tasks, including handling tenant inquiries, coordinating maintenance requests, maintaining property records, and ensuring smooth operations within the office. The ideal candidate is highly organized, detail-oriented, and able to multitask effectively in a fast-paced environment.

Key Responsibilities:

• Tenant and Client Communication:
• Act as the primary point of contact for tenants and property owners, addressing inquiries, concerns, and requests.
• Handle phone calls, emails, and walk-ins in a professional and friendly manner.
• Maintenance Coordination:
• Receive and prioritize maintenance requests from tenants, ensuring issues are addressed promptly.
• Schedule and track maintenance appointments with service providers or internal maintenance staff.
• Follow up on outstanding work orders and ensure completion within set timelines.
• Office Administration:
• Maintain accurate and up-to-date property files and records.
• Process tenant applications, lease renewals, and other administrative paperwork.
• Organize and maintain office supplies and equipment.
• Financial Support:
• Assist with rent collection, ensuring payments are processed and recorded accurately.
• Track and update property-related expenses and invoices, helping to prepare financial reports.
• Assist in invoicing completed maintenance work.
• Data Entry & Reporting:
• Input and maintain property management software with tenant, lease, and maintenance data.
• Prepare reports for property managers on maintenance activities, financials, and tenant-related matters.
• Track hours and materials spent on quoted projects.
• General Office Tasks:
• Organize meetings, events, and appointments as required.
• Assist in managing scheduling and coordinating property inspections.
• Maintain filing systems for both physical and digital records.
• Customer Service:
• Ensure all tenants receive high-quality customer service and that their needs are addressed quickly and effectively.

Qualifications:

• Education:
• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Experience:
• Administrative or office support role, ideally in property management or a related field.
• Skills and Abilities:
• Strong communication skills, both written and verbal.
• Proficient in Google Drive (Documents, Excel, Spreadsheet).
• Familiarity with property management software (e.g., Yardi, AppFolio) a plus.
• Excellent organizational skills with attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong problem-solving and customer service skills.

Expected full-time start date would be July, 2025

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: 35 – 50 per week

Schedule:

• Evenings as needed
• Monday to Friday
• On call
• Weekends as needed

Location:

• Rochester, NY 14609 (Preferred)

Shift availability:

• Day Shift (Required)
• Night Shift (Preferred)

Ability to Commute:

• Rochester, NY 14609 (Required)

Ability to Relocate:

• Rochester, NY 14609: Relocate before starting work (Required)

Work Location: In person

Salary : $25