Commercial Property Administrator

Position Overview:

We are seeking a detail-oriented Property Administrator to support the management of our commercial real estate portfolio. This role handles administrative, financial, accounting, and operational tasks related to lease administration, tenant communication, property maintenance coordination, and board/shareholder meeting preparation. The ideal candidate is highly organized, proactive, and has experience working with property management software such as Sage Intacct, Yardi, or MRI.

Key Responsibilities:

1. Lease Administration & Tenant Relations

• Track lease expirations, renewals, CPI increases, and NNN reconciliations.
• Maintain and update lease records in Sage Intacct (or similar software).
• Prepare lease documents, amendments, and notices.
• Ensure tenants comply with lease terms (insurance, maintenance, etc.).
• Act as the first responder for tenant inquiries and complaints via phone and email.
• Take calls and respond to emails from potential tenants looking for available space.
• Assist in marketing and leasing efforts (flyers, website updates, mail, social media).

2. Financial & Administrative Support

• Process invoices, track expenses, and assist with financial reporting.
• Utilize Sage Intacct or similar software for financial tracking and lease management.
• Assist with rent collection, posting payments in Sage Intact and preparing deposits.
• Support annual CAM reconciliations and tenant billings.
• Monitor property tax payments and assessments.
• Manage utility services, including data input of monthly invoices and coordinating transfers between landlord and tenant.
• Assist with budgeting and financial planning tasks.

3. Maintenance & Vendor Coordination

• Schedule and coordinate routine property maintenance and repairs.
• Oversee vendor contracts (landscaping, janitorial, HVAC, security, etc.).
• Track and schedule inspections, warranties, and service agreements.
• Ensure work orders are completed efficiently and documented properly.
• Assist with preparation of proposals for tenant-requested repairs or improvements.

4. Compliance & Documentation

• Track and ensure all tenants provide up-to-date Certificates of Insurance (COI).
• Maintain compliance with local zoning, building, and safety regulations.
• Organize and maintain all property-related files, permits, and documentation.
• Assist with tenant move-in/move-out procedures and property condition tracking.
• Maintain updated records for Outlook tenant contact information, property files, O&M books, drawings, and As-Built records.
• Manage keys and lockbox codes. Including issuing/retrieving keys from vendors.
• Perform credit and reference checks for residential tenants.

5. Board & Shareholder Meeting Support

• Assist in preparing board and shareholder meeting materials for various companies.
• Coordinate meeting logistics, including scheduling, agenda preparation, and document distribution.
• Maintain corporate records and meeting minutes as required.

6. Reporting & Communication

• Provide reports on lease status, property expenses, and maintenance updates.
• Communicate key property updates to the Lead Property Manager and ownership.
• Assist with capital improvement planning by tracking upcoming needs.
• Assist in Property Association Management and coordination.

Qualifications & Skills:

• Experience with Sage Intacct, Yardi, MRI, or similar property management software preferred.
• Prior experience in either commercial property management or administrative support.
• Accounting experience.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook, Publisher).
• Strong oral and written communication skills for interacting with tenants, vendors, and executives.
• Detail-oriented with the ability to manage multiple responsibilities.
• Knowledge of commercial leasing terms and industry issues.
• Ability to think creatively to solve problems and support property management initiatives.

Salary: DOE

Successful Applicant will be subject to drug testing.

Job Type: Full Time / In-Person

Schedule: Monday - Friday 7:30 am to 4:30 pm

Able to accept occasional Emergency After Hours Calls

Benefits: Health, Dental & Life Insurance, Health Savings Account, Retirement Plan, Vacation Paid Time Off, Bonus Opportunities

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Schedule:

• Monday to Friday

Ability to Commute:

• Tumwater, WA 98501 (Required)

Ability to Relocate:

• Tumwater, WA 98501: Relocate before starting work (Preferred)

Work Location: In person

Salary : $70,000 - $90,000