Commercial Property Administrator

Administrative Assistant
Direct Hire to $60,000
Central Kirkwood @I10 location
Beautiful Offices!

Duties - 
Property Onboarding

• Assist with the administrative setup of newly acquired or assigned properties.
• Organize and upload leases, amendments, rent rolls, vendor contracts, and service agreements
• Create and maintain tenant, vendor, utility, and emergency-contact lists.
• Assist with transferring property files on onedrive.
• Coordinate vendor, tenant, and accounting setup for new assignments.
• Track onboarding requirements and provide status updates to the Property Manager.

Vendor Administration

• Process vendor setup packages, including W-9s, certificates of insurance, and payment information.
• Confirm vendor documentation is complete before submitting vendors for approval.
• Maintain current insurance certificates and vendor compliance records.

Lease Administration

• Prepare lease abstracts and enter key lease information into onedrive & Prop360
• Abstract rent schedules, commencement and expiration dates, renewal options, security deposits, late fees, holdover provisions, insurance requirements, and tenant responsibilities.
• Maintain lease files and critical-date reports.
• Track outstanding lease documents, amendments, commencement letters, and tenant certificates.
• Accounts Receivable and Cash Receipts
• Prepare weekly accounts-receivable reports for review.
• Assist with tenant balance research and payment follow-up.
• Draft past-due reminders and default letters using approved templates.
• Maintain a log of notices sent and required follow-up dates.
• Process check deposits and maintain deposit documentation.
• Enter or assist with entering cash receipts into MRI
• Assist with tenant ledger reviews and account reconciliations.
• Accounts Payable and Invoice Administration
• Receive, organize, and route vendor invoices for approval
• Verify invoices contain the correct property, service period, and supporting documentation.
• Assist with invoice coding, purchase orders, and payment-processing systems.

 
Monthly Reporting

• Assist with assembling monthly owner-reporting packages.
• Compile income statements, balance sheets, general ledgers, accounts-receivable reports, cash reports, and supporting schedules.
• Maintain monthly reporting checklists and track outstanding items.
• Save and distribute approved reports according to established deadlines.
• Maintain historical monthly-reporting files.
• Correspondence and Document Preparation
• Draft tenant and vendor memoranda using approved templates.
• Prepare routine notices regarding property work, closures, inspections, maintenance, and service interruptions.
• Draft late-payment and default letters for Property Manager review.
• Maintain correspondence logs and documentation of notices delivered.
• Assist with mail merges, certified-mail tracking, and proof of delivery.

 
Qualifications

• One to three years of administrative, accounting, or commercial real estate experience preferred.
• Experience with retail or commercial properties
• Strong proficiency in Microsoft Excel, Word, Outlook, and Adobe Acrobat.
• Experience with MRI, Yardi, P2P, or similar property-management and accounting systems is preferred.
• Ability to read leases, rent rolls, financial reports, and vendor documents.
• Strong written communication and document-preparation skills.
• Excellent organization, follow-up, and attention to detail.
• Ability to prioritize work across multiple properties and deadlines.

 
Measures of Success

• New properties are onboarded accurately and on schedule.
• Vendor setup packages are complete and processed promptly.
• Cash receipts and check deposits are documented accurately.
• Lease abstracts and critical dates are maintained correctly.
• Monthly reporting packages are complete and submitted on time.

Professional Alternatives is a leading staffing firm specializing in all levels of corporate administrative and professional support, as well as executive placement. Starting in 1998, the Professional Search Group has a successful track record of providing local and national staffing-related support to a multitude of industries. We pride ourselves on building lasting relationships with each client and candidate, and our hands-on approach allows us to make the best long-term match for both.