Property Administrator

Job Summary:

We are seeking a highly organized and detail-oriented Property Administrator with strong experience in Accounts Payable and invoice management to support our property management operations. This role will serve as a key liaison between the property team, vendors, and internal finance, ensuring accurate and timely processing of invoices, vendor payments, and contract tracking. The ideal candidate will have a strong background in real estate administration, excellent communication skills, and a proactive approach to problem-solving.

Key Responsibilities:

• Manage the full-cycle accounts payable process for multiple properties, including coding, reviewing, and processing invoices.
• Track and reconcile vendor invoices, purchase orders, and payments to ensure accuracy and compliance with budgets and contracts.
• Maintain and organize property files, service contracts, insurance certificates, and vendor documentation.
• Serve as the point of contact for vendors regarding invoice status, payment timelines, and discrepancies.
• Assist with the preparation of monthly financial reports, accruals, and expense tracking.
• Support property managers with administrative tasks such as tenant correspondence, work order tracking, and meeting scheduling.
• Ensure timely renewal and compliance of vendor contracts, COIs, and W-9s.
• Coordinate property-related documentation, including lease abstracts, rent rolls, and maintenance logs.
• Assist in annual budgeting processes by providing expense history and vendor cost trends.
• Perform general office duties such as filing, mail distribution, and responding to tenant/vendor inquiries.

Qualifications:

Education & Experience:

• Associate or Bachelor’s degree preferred (Accounting, Business, or related field).
• 2–5 years of experience in property management administration, with a strong focus on accounts payable and invoicing.
• Experience working in a real estate, commercial, or multifamily property environment is highly desirable.