Property Management Administrator
1 day ago
Binghamton
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 ✔️ 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