YMP Real Estate Management LLC
Property Administrator - Commercial
Birmingham
Posted about 22 hours ago
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Description
The Commercial Property Administrator provides administrative and operational support to the property management team and General Manager to ensure efficient day-to-day operations of commercial office buildings. This role is responsible for lease administration, tenant and vendor coordination, accounts payable processing, and maintaining accurate records within the Yardi property management system.
Key Responsibilities
Support to General Manager
- Provide direct administrative and operational support to the General Manager in managing the property portfolio
- Assist with implementation of property management strategies, goals, and operational initiatives
- Prepare reports, presentations, and materials for ownership, asset management, and internal meetings
- Support budgeting, forecasting, and variance tracking activities
- Coordinate and follow up on action items from meetings, inspections, and management directives
- Assist in monitoring property performance metrics including occupancy, financials, and service levels
Lease and Administrative Support
- Assist with lease administration including tracking expirations, renewals, rent escalations, and critical lease dates
- Maintain accurate lease abstracts, files, and documentation
- Support lease compliance tracking and ensure all documentation is current and organized
Accounts Payable and Financial Coordination
- Process vendor invoices in Yardi ensuring accuracy proper coding and timely submission for approval
- Manage accounts payable workflow including invoice entry tracking and payment follow up
- Assist with tenant billing rent collections and account reconciliation
- Maintain financial records and support preparation of reports and budgets
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Vendor Management
- Coordinate and manage vendor relationships for property services maintenance and repairs
- Obtain proposals track service agreements and ensure vendors meet contract requirements
- Maintain vendor files including W-9s licenses and required documentation
COI Management and Compliance
- Track and maintain Certificates of Insurance for vendors and tenants
- Ensure all vendors and tenants remain compliant with insurance requirements
- Monitor expiration dates and proactively request updated insurance documentation
- Maintain accurate insurance records within Yardi or internal tracking systems
Tenant and Vendor Coordination
- Serve as a point of contact for tenant inquiries and route requests appropriately
- Coordinate service requests maintenance activities and follow ups with vendors
- Support tenant onboarding move ins and move outs and communication
Property Operations Support
- Assist with inspections work order tracking and property maintenance coordination
- Maintain organized property records contracts and operational documentation
- Ensure work orders and service requests are completed in a timely manner
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Reporting and Systems
- Maintain accurate data in Yardi including tenant lease and financial information
- Prepare reports related to occupancy lease activity vendor compliance and financial performance
- Support management reporting and data tracking as required
Requirements
Qualifications and Requirements:
- High School Diploma or GED
- 2 to 4 years of experience in an administrative support role within commercial or residential property management
- Experience with Yardi or similar property management software required
- Knowledge of accounts payable processes and invoice processing
- Understanding of commercial leases, tenant relations and vendor coordination
- Strong proficiency in Microsoft Office Excel Word Outlook
- Excellent organizational communication and multitasking skills
Key Competencies
- High attention to detail and accuracy
- Strong organizational and time management skills
- Customer service and relationship management
- Ability to manage multiple priorities in a fast paced environment
- Problem solving and critical thinking
Working Conditions
- Primarily office based
- Prolonged periods sitting working at a computer and coordinating with tenants and vendors
- May require occasional extended hours to meet deadlines
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Skills
Lease Administration
Accounts Payable
Vendor Management
Yardi
Tenant Relations
Financial Reporting
COI Management
Microsoft Excel
Microsoft Word
Microsoft Outlook
Property Maintenance Coordination
Budgeting
Forecasting
Account Reconciliation
Administrative Support
Multitasking