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 ResponsibilitiesHandle daily administrative tasks: mail distribution, document creation, copying, filing, and call routingServe as liaison between tenants and property management, maintenance, HVAC, marketing, and housekeepingSupport Operations, Marketing, Maintenance, and Security teams with tenant‑related tasksManage COI requirements; verify vendor, contractor, and tenant insurance complianceCollect tenant sales reports and upload into YardiMaintain tenant contact information, emergency contacts, and occupancy recordsTrack lease execution and move‑in documentation (business info, signage approvals, deposits, rent, insurance, etc.)Oversee office supplies and ensure timely orderingMaintain databases including Yardi, NetVendor, Commercial Café, Payscan, and DocuSignProcess invoices and support Accounts PayabablesPrepare welcome letters, retailer handbooks, default notices, possession letters, and other leasing correspondenceCoordinate visitor and contractor access with Security and Janitorial teamsReview and research lease language and legal documentsMaintain vendor files and coordinate inspections and preventive maintenance schedulesPrepare tenant notices including CAM reconciliations, rent increases, and default noticesQualifications2–4 years of administrative support experience; retail property management experience a plusHighly organized, detail‑oriented, and able to manage multiple prioritiesStrong communication and customer service skillsProficiency in MS Office; familiarity with Yardi and DocuSign preferredHigh school diploma required; some college preferredScheduleOnsite onlyPart‑time: approx. 24 hours weeklyReports daily to Property Manager & Regional Property Manager