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. Mainta…

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