Property Management Administrator

Bookkeeping & Financial Administration

• Manage day-to-day property accounting in Buildium, including rent posting, expense tracking, and monthly reconciliations
• Prepare monthly owner reports summarizing rent collections, delinquencies, expenses, and open items
• Track CAM, insurance, and property tax obligations by tenant; support annual reconciliations
• Process vendor invoices and coordinate with ownership on approvals
• Real bookkeeping understanding and experience, not just using property management software
• Underwrite/project cashflow for new investments

Rent Collection & Tenant Communication

• Monitor rent collections via Buildium; follow up with delinquent tenants by email and phone
• Serve as the primary day-to-day point of contact for tenant inquiries, maintenance requests, and lease questions
• Maintain a professional and responsive communication standard with all tenants
• American Commercial Real Estate Experience (not residential)

Maintenance Coordination & Vendor Management

• Receive, log, and route maintenance requests; coordinate scheduling with vendors and tenants
• Request and compare bids from contractors for repairs, capital improvements, and unit turnovers
• Track open work orders through to completion; ensure quality and timeliness
• Maintain an approved vendor list and build relationships with reliable local contractors

Leasing Support

• Schedule property tours with brokers and prospective tenants for vacant and soon-to-be-vacant spaces
• Ability to understand and make minor edits to commercial leases
• Prepare and edit lease documents using Burnt Cedar standard templates; coordinate execution with ownership and tenants
• Maintain a leasing pipeline tracker prospect status, tour history, and LOI/lease stage
• Assist with move-in/move-out coordination and tenant onboarding

Systems & Backend Operations

• Own day-to-day administration of Buildium tenant records, lease terms, documents, and reporting
• Maintain organized digital filing for all leases, amendments, estoppels, vendor contracts, and permits
• Support implementation of new processes and tools as the portfolio grows

Acquisitions Support

• Assist in analyzing new property acquisitions pulling comps, organizing due diligence materials, and building basic financial summaries
• Support preparation of investment memos, lender packages, and deal presentations.