We are looking for a detail-oriented Property Administrator to support daily operations for a residential property portfolio in New York. This is a Contract position suited for someone who can balance tenant communication, collections support, scheduling, and records management in a fast-paced property management environment. The ideal candidate will work closely with accounting, maintenance, and site teams to keep resident matters organized, documented, and moving forward. Success in this role requires strong follow-through, detail orientation, and confidence using property management systems such as Yardi.
Responsibilities:
- Support rent collection efforts by preparing delinquency notices, organizing mailing documentation, and making routine outreach calls regarding outstanding balances.
- Coordinate with residents and internal teams to address tenant-related concerns and ensure issues are routed to the appropriate department.
- Arrange repair appointments, follow up on pending service needs, and help track required maintenance activity.
- Monitor move-out activity by assisting with inspection follow-up and maintaining an accurate weekly report of upcoming and completed vacancies.
- Oversee administrative tracking for parking payments, parking agreements, and renewal activity to help maintain current records.
- Work with the maintenance team to document and follow the status of court-mandated repairs and Section 8-related repair items.
- Review subsidy payment activity each month and note any interruptions, discrepancies, or suspensions requiring attention.
- Maintain accurate tenant legal records in Yardi, including correspondence, payment updates, court dates, and deadline reminders.
- Provide front-office administrative support by managing files, entering data, preparing forms, answering inquiries, and maintaining calendars and appointments.
- Handle resident interactions with a courteous, detail-oriented, and service-focused approach while following Fair Housing requirements at all times.
- Prior experience in property administration, property management, leasing, or a related residential or commercial real estate support role.
- Working knowledge of Yardi Software and comfort with routine database updates, recordkeeping, and administrative reporting.
- Ability to manage collections-related tasks professionally, including delinquency follow-up and payment tracking.
- Strong organizational skills with the ability to maintain calendars, documentation, filing systems, and multiple ongoing assignments.
- Clear communication skills for interacting with tenants, visitors, maintenance staff, accounting personnel, and other internal departments.
- Experience scheduling appointments, preparing notices or forms, and supporting day-to-day office operations in a fast-paced setting.
- Understanding of Fair Housing compliance and the importance of handling resident matters consistently and professionally.