Commercial Property Administrator I

Jamestown JOB DESCRIPTION POSITION/LEVEL: Commercial Property Administrator I FLSA: Non-exempt DEPT/OFFICE: Property Management DATE: October 2026 REPORTS TO: Property Manager JOB SUMMARY : The Commercial Property Administrator provides comprehensive administrative, financial, and operational support to the Property Management team for a high-profile, high-volume commercial property.

The position plays an integral role in supporting day-to-day building operations, financial administration, vendor management, and event coordination. This role is responsible for maintaining organization and accountability across property-related administrative functions, including invoice processing, expense reporting, procurement, vendor documentation, Certificates of Insurance, contract tracking, operational reporting, and project closeout documentation.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment with multiple internal departments, vendors, contractors, consultants, and stakeholders. Work Schedule Monday through Friday, 9:00 AM – 6:00 PM. Rotating coverage of 10:00 AM – 7:00 PM will be required based on the operational needs of the property.

This is an on-site position supporting an active commercial property. The Property Administrator must have flexibility to provide coverage outside of regularly scheduled hours, including weekends and holidays, based on business and operational needs. Schedule adjustments and additional coverage may be required to support special events, building operations, emergencies, vendor activities, and other property-related needs.

Key Responsibilities

Financial Administration & Accounts Payable Receive, review, code, and process property-related invoices for approval. Verify invoices against contracts, proposals, purchase orders, and approved scopes of work. Maintain an invoice tracker and follow invoices through the approval and payment process. Research and resolve invoice discrepancies, duplicate billings, missing documentation, and outstanding payments.

Prepare and process Property Management expense reports and reimbursement requests. Coordinate with Accounting and vendors regarding invoice status, vendor setup, payment inquiries, and account reconciliation. Maintain organized financial records and supporting documentation. Assist Property Management with tracking operating expenses against approved budgets.

Assist with accruals, forecasts, budget preparation, and other periodic financial reporting as requested. Maintain records of proposals, approvals, purchase orders, invoices, and payments. Procurement & Office Administration Manage procurement of Property Management office supplies and routine operational materials. Maintain appropriate inventory levels and coordinate replenishment as necessary.

Obtain pricing and proposals for routine purchases and services. Track orders from approval through delivery and invoice processing. Maintain records of purchases and ensure proper approvals are obtained. Coordinate office equipment, subscriptions, administrative services, and other Property Management needs. Maintain an organized Property Management office and electronic filing system.

Vendor & Contract Administration Coordinate vendor onboarding and maintain complete vendor records. Collect and track Certificates of Insurance (COIs), W-9s, executed agreements, and other required vendor documentation. Review vendor submissions for completeness and escalate deficiencies to Property Management. Maintain a master vendor list with current contact and service information.

Maintain a contract tracker identifying agreement terms, expiration dates, renewal dates, notice requirements, and other key milestones. Assist with obtaining proposals and coordinating vendor access to the property. Follow up with vendors regarding outstanding proposals, invoices, agreements, insurance documentation, and other administrative requirements.

Maintain organized electronic files for all service agreements and vendor documentation. Property Operations Support Provide daily administrative support to the Property Manager and Property Management team. Maintain operational trackers, logs, calendars, and property records. Assist with preparing building notices, correspondence, reports, meeting agendas, presentations, and other Property Management communications.

Schedule and coordinate vendor, contractor, consultant, and internal meetings. Prepare meeting notes and track action items through completion. Maintain recurring service and inspection calendars. Assist with tracking open work orders, proposals, repairs, preventive maintenance activities, and operational projects. Coordinate with Engineering, Security, Janitorial, Events, Development, and other internal teams as necessary.

Maintain building access and vendor/contractor information when required. Event, Vendor & Building Access Coordination Support Property Management with administrative coordination for events, activations, photoshoots, tours, and other special building activities. Collect required vendor documentation in advance of scheduled work or events.

Track COI submissions and vendor approvals to ensure documentation is received within established deadlines. Assist with maintaining schedules of upcoming building activities, deliveries, contractor work, and events. Maintain and distribute Property Management’s weekly building look-ahead. Coordinate late additions and schedule changes with the appropriate internal teams.

Assist with communicating building access requirements, loading procedures, work rules, and other operational requirements to vendors and stakeholders. Compliance & Property Documentation Maintain administrative trackers for permits, inspections, Certificates of Insurance, service agreements, and other property compliance documentation.

Assist with tracking open regulatory or inspection-related items and required follow-up documentation. Maintain records necessary for audits, insurance requirements, budgeting, and operational reviews. Coordinate document collection from vendors, consultants, contractors, and internal departments. Ensure property files are organized, current, and readily accessible.

Assist with maintaining current emergency contacts, vendor contacts, and other critical property information. Reporting & Team Coordination Assist with weekly, monthly, quarterly, and annual Property Management reporting. Maintain action-item trackers and follow up with responsible parties on outstanding deliverables.

Assist with preparing meeting agendas and status reports for Property Management and leadership. Maintain centralized documentation to improve communication and accountability across departments. Identify missing information or documentation and proactively follow up with the appropriate parties. Support the Property Manager with special projects and other operational priorities as assigned.

Qualifications

2–4 years of experience in commercial property management, facilities management, real estate administration, construction administration, or a related field preferred. Experience supporting a high-volume commercial property, mixed-use property, hospitality environment, venue, or other complex operation is preferred. Experience with invoice processing, accounts payable, expense reporting, procurement, and vendor administration.

Familiarity with Certificates of Insurance, service agreements, purchase orders, and vendor compliance documentation. Strong proficiency in Microsoft Excel, Outlook, Word, Teams, and related business applications. Experience with property management, accounting, procurement, or work-order management systems preferred.

Excellent organizational and recordkeeping skills. Strong written and verbal communication skills. Ability to manage multiple deadlines and competing priorities. Strong attention to detail and follow-through. Ability to work effectively with executives, internal departments, vendors, contractors, consultants, and building staff.

Key Competencies Exceptional organization and attention to detail Strong administrative ownership Financial accuracy Proactive follow-through Vendor and contractor coordination Documentation and record management Time management and prioritization Professional communication Problem-solving and resourcefulness Ability to operate effectively in a fast-paced environment Ability to identify gaps and bring structure to evolving processes Role Objective The Commercial Property Administrator serves as the administrative backbone of the Property Management team, providing the organization, documentation, financial administration, and follow-through necessary to support a complex and fast-paced property.

The role is intended to create greater efficiency within the Property Management department by taking ownership of recurring administrative and financial processes, maintaining centralized property records, and ensuring outstanding items are consistently tracked through completion. This allows Property Management leadership to focus on building operations, stakeholder relationships, capital and operational projects, risk management, and the overall performance of the property.