Job Description

Job Description

Job Description

Position Overview

The Property Management Administrator supports the daily operations of the property management company by performing administrative, clerical, and operational duties. This role plays a critical part in ensuring accurate records, timely communication, and efficient property and resident services.

The ideal candidate is organized, detail-oriented, proactive, and able to work in a fast-paced environment with changing priorities.

Key Responsibilities

• Perform administrative and clerical tasks including filing, document preparation, and data entry
• Manage digital and physical records for leases, maintenance requests, notices, and resident files
• Coordinate resident communication via phone, email, and management software
• Assist with maintenance scheduling, vendor coordination, and follow-up
• Support leasing activities such as document collection, application processing, and move-in coordination
• Perform basic bookkeeping tasks, including invoice processing, charge entry, and reconciliations
• Run standard operational reports from property management software
• Monitor compliance with company policies, lease terms, and regulatory requirements
• Provide general support to the Property Manager and other team members

Required Skills & Competencies (with explanations)

✔️ Ability to Multi-Task

Property management involves simultaneous tasks—maintenance requests, resident communication, leasing, and accounting.
Why necessary: Ensures important deadlines are met and reduces operational bottlenecks.

✔️ Ability to Plan & Organize Work

Must prioritize tasks, schedule appointments, manage documents, and coordinate multiple workflows.
Why necessary: Prevents missed deadlines, misplaced documents, and workflow inefficiencies.

✔️ Proficiency with Email, Word, Excel, and Scanning Documents

• Email: daily communication with residents, vendors, and staff
• Word: letters, notices, forms, lease documents
• Excel: tracking charges, budgets, turnover schedules, and reporting
• Scanning: converting physical documents for digital storage
  Why necessary: Property management relies heavily on accurate documentation, timely communication, and digital file management.

✔️ Data Entry Skills

Accurate input of resident information, payments, invoices, and maintenance notes into software systems.
Why necessary: Reduces errors, prevents financial discrepancies, and supports clean reporting.

✔️ Ability to Use Property Management Software

Experience with platforms like Buildium, AppFolio, Yardi, or similar.
Why necessary: These systems are the backbone of operations—managing tenants, accounting, maintenance, and reporting.

✔️ Understanding of Basic Math and Accounting

Ability to calculate charges, apply payments, allocate expenses, and identify discrepancies.
Why necessary: Supports accurate financial reporting, prevents billing errors, and improves owner confidence.

Qualifications

• 1–3 years of administrative or property management experience preferred
• Strong written and verbal communication skills
• High level of attention to detail and accuracy
• Ability to maintain confidentiality and professionalism
• Customer service mindset; able to handle conflicts with patience and tact

Performance Indicators

• Accuracy of data entered into systems
• Timeliness of responding to resident/owner inquiries
• Completion of tasks and projects by deadline
• Organization and accessibility of records
• Low error rate in billing, notices, and documentation

Work Environment

Fast-paced office environment with frequent resident/vendor interaction.
Typical hours are Monday–Friday, with periodic flexibility during peak turnover periods.

Why This Role Matters

This role is essential to the success of the business because it ensures:

• Clear, professional communication
• Accurate financial and resident records
• Timely maintenance coordination
• Compliance with lease and legal requirements
• Excellent resident experience

Poor administrative support leads to costly errors, unhappy tenants, and lost business.
Strong administrative support enhances efficiency, profitability, and professional reputation.

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