Job Title: Property Administrator

Job Description

The Property Administrator supports the property management team by performing a wide range of administrative and operational tasks to ensure smooth day-to-day building operations and an exceptional tenant experience. This role focuses heavily on accounts payable processing, tenant communication, service contract coordination, and accurate recordkeeping. The position is a full-time onsite assignment covering a medical leave, expected to last at least one month with the potential to extend to three to four months.

Responsibilities

• Provide comprehensive administrative support to the property management team, including answering and directing phone calls, typing reports, filing, and distributing correspondence.
• Serve as a primary point of contact for tenants, respond promptly to inquiries and service requests, and help ensure timely resolution of tenant concerns for approximately 3540 tenants.
• Schedule and coordinate meetings and special events as requested by the property management team.
• Assist with lease administration activities, including maintaining tenant contact information, tracking insurance information, and generating related reports.
• Prepare and coordinate bid proposals, service contracts, and approved invoices, and assist in the bidding process while helping Property Managers ensure compliance with internal policies and procedures.
• Generate and manage service contracts, including obtaining and tracking certificates of insurance (COIs) from vendors and tenants as required.
• Process a high volume of accounts payable, including preparing, coding, and routing approximately 250 payables per month for Property Manager approval.
• Ensure the office remains stocked with necessary office supplies and other materials required to maintain efficient operations.
• Enter and maintain accurate contract and certificate of insurance information in contract administration software, and track expirations with an effective follow-up system.
• Monitor and maintain the property maintenance work order system (Cove), track service calls, and prepare monthly status reports on tenant work orders for the Property Manager.
• Maintain the property purchase order system and ensure accurate documentation and filing of purchase orders.
• Organize and maintain lease files, contract files, and other records within the property management office to support compliance and quick information retrieval.
• Promote and foster positive relationships with tenants and clients through professional, responsive, and customer-focused interactions.
• Assist with the preparation of monthly and quarterly management reports and contribute to annual budget preparation by providing accurate data and documentation.
• Process management and maintenance staff hours, tenant bill-back invoices, accounting entries, expense reports, monthly meter readings, and check requests for review and approval.
• Handle confidential information with discretion and maintain a high level of professionalism when interfacing with decision makers and stakeholders.
• Perform additional duties and responsibilities as assigned to support the overall effectiveness of the property management team.

Essential Skills

• Proven administrative support experience in a professional office environment.
• Customer service experience, with the ability to interact professionally with tenants, vendors, and internal staff.
• Proficiency in Microsoft Office Suite, including strong skills in Outlook and Excel, and solid working knowledge of Word.
• Ability to process and manage a high volume of accounts payable accurately and efficiently.
• Strong organizational skills with the ability to maintain orderly files, records, and tracking systems.
• Effective oral and written communication skills, with the ability to convey information clearly and professionally.
• Ability to multi-task, prioritize workload, and manage time effectively in a fast-paced environment.
• Demonstrated initiative and the ability to work both independently and as part of a team.
• Ability to give and take direction, accept feedback, and collaborate effectively with decision makers.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Basic computer skills beyond Microsoft Office, including comfort using office productivity tools and software systems such as work order and contract administration platforms.

Additional Skills & Qualifications

• High school diploma or GED equivalent required; bachelor's degree preferred.
• Experience in property administration or real estate support roles is beneficial.
• Familiarity with accounts payable processes and invoice coding is highly desirable.
• Experience using a work order system such as Cove or similar platforms is an asset.
• Strong interpersonal skills with a customer-focused mindset for internal and external stakeholders.
• Attention to detail and accuracy in data entry, documentation, and financial processing.
• Ability to remain composed, professional, and responsive when handling multiple requests from tenants and team members.
• Comfort working with management reports, budgets, meter readings, and tenant bill-back processes.

Work Environment

This position operates in a professional office environment located onsite at the property five days per week. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines, as well as software tools such as Microsoft Outlook, Excel, Word, contract administration systems, and the Cove work order platform. The work involves frequent communication with others, both in person and by phone or email, and requires the ability to operate a computer and other office machinery for the majority of the workday. The employee will move about the workplace as needed but will remain in a stationary position for most of the time, and will regularly extend hands and arms to reach, file, and handle documents and equipment. The environment emphasizes professionalism, organization, and a strong customer service culture, with a focus on collaboration and responsiveness to tenant needs.

Job Type & Location

This is a Contract position based out of Scottsdale, AZ.

Pay and Benefits

The pay range for this position is $26.00 - $26.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Oct 17, 2026.

Workplace Type

This is a fully onsite position in Scottsdale, AZ.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.