Property Administrator II

This is a temporary full-time position. The position is being hired to support current operational needs. Based on business needs, organizational requirements, and individual performance, this role may be considered for conversion to a regular full-time position in the future. Conversion is not guaranteed and should not be considered a condition of employment.

Property Administrator II is responsible for designing and maintaining production processes, ensuring processes are functional and sustainable for clients and employees. A key expectation is the establishment of operational benchmarks for maintenance, tenant satisfaction with quarterly reviews to monitor progress. The Property Administrator should also lead the process improvements that reduce downtime, increase tenant retention and optimize costs while ensuring 100% compliance with regulatory requirements.

Duties/Responsibilities – including but not limited to:  

Project and Vendor Management:

• Lead the Oversight of all building systems (HVAC, elevators, fire safety, security).
• Develop Buildings safety checklist (conduct fire drills, Active Shooter drills, and develop a contingency
• Handle vendor management from start to finish.

Property Inspections and Maintenance: 

• Implement building procedures (daily, weekly, monthly checklists). Conduct weekly inspections of all common areas and shared spaces.
• Manage A/C and maintenance operations, including daily meetings with a priority list.
• Coordinate renovations and repairs of vacant suites and offices.
• Address client maintenance requests and open tickets for issues like key fobs, service inquiries, and technical problems.

Administrative Duties: 

• Process new client setups and suite transfers on Yardi and manage client folders.
• Delegate effectively to free capacity for strategic oversight.
• Collaborate with accounting to ensure timely CAM reconciliations and vendor payments.
• Review and approve monthly billing before submitting to clients.
• Build stronger tenant relationships through quarterly check-ins and satisfaction surveys.
• Manage payment collections, including contacting clients for overdue payments and sending operations lockouts.
• Oversee vendor payment management, including collecting invoices, W9s, creating and sending check requests.
• Monitor the monthly rental billing by the 25th of the prior month
• Assess rental late fees by the 6th of month rent due
• Submit cash transfers request by the 16th of each month for all rental deposit changes
• Submit rental security deposit cash transfer and funds within 5 days of the client move out.

Marketing and Sales: 

• Manage marketing materials and campaigns (Instagram, Google, TV in lobby, and events).
• Set goals for all departments and obtain total income reports to drive sales and meet goals.
• Schedule and manage tours for potential leads and enter information into Yardi.

Employee and Client Relations:

• Conduct employee reviews and set goals for all departments.
• Mentor support staff on preventive maintenance planning, vendor follow-up, and customer service standards.
• Coordinate all client requests and handle move-ins and move-outs, including walkthroughs, billing preparation, and key retrieval.

Financial and Reporting: 

• Learn and manage the building's operational budget, including expense tracking and forecasting. Maintain and update the Excel budget, submitting it to the controller and partners monthly.
• Prepare billing for accounting, including additional client service charges and security deposit adjustments.
• Coordinate audits for certificates of liability, business tax receipts, and certificates of use.

We are seeking a meticulous and organized Personal Bookkeeper to manage financial records and transactions for our clients. As a Personal Bookkeeper, you will be responsible for maintaining accurate books, preparing financial statements, managing budgets, and ensuring compliance with tax regulations. The ideal candidate will have strong attention to detail, excellent numerical skills, and a thorough understanding of accounting principles.

Job Responsibilities - Including but not limited to: 

• Maintain and reconcile financial records, including bank statements, payroll, and accounts payable/receivable.
• Prepare and process invoices, receipts, and expense reports.
• Manage budgets and track expenses to ensure financial stability.
• Conduct monthly reconciliations of all accounts to ensure accuracy.
• Prepare financial statements and reports for review by clients and/or their advisors.
• Assist in the preparation of tax returns and ensure compliance with tax regulations.
• Provide financial analysis and advice to clients as needed.
• Maintain confidentiality of client information and sensitive financial data.
• Stay updated on accounting principles, regulations, and best practices.
• Process and record all daily posted bank transactions and reporting by end of the day daily
• Process all Check Requests within 24 hours of receipt
• Process all payments approved within 24 hours from receipt of approval personal credit card transactions on a weekly basis
• Upload daily the Positive Pay in the Bank by end of day

Required:

• 2-3+ years of property management or facilities management experience
• Proficiency with Yardi property management software
• Strong Excel skills (budget tracking, reporting)
• Knowledge of building systems (HVAC, elevators, fire safety, security)
• Vendor management experience
• Understanding of CAM reconciliation and billing
• Financial acumen (budget management, expense tracking)
• Excellent organizational and time management skills
• Strong written and verbal communication skills

Preferred:

• Experience with marketing/social media platforms (Instagram, Google)
• Knowledge of property compliance and regulatory requirements
• Leadership/supervisory experience
• Customer service excellence
• Experience with move-in/move-out coordination

JOIN OUR TEAM

At The Ward Law Group, every role contributes to changing lives.

If you're looking for an opportunity to grow your litigation career, maximize client recoveries, and work alongside a high-performing legal team, we'd love to hear from you.

Apply today and become part of a team committed to excellence, accountability, and changing lives—one client at a time.

The Ward Law Group is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at The Ward Law Group via-email, the Internet or in any form and/or method without a valid written Statement of Work in place for this position from The Ward Law Group HR/Recruitment will be deemed the sole property of The Ward Law Group. No fee will be paid in the event the candidate is hired by The Ward Law Group as a result of the referral or through other means.

At The Ward Law Group, we recognize our people are our strength. We are an equal opportunity (M/F/Disability/Veterans) and consider all applications without regard to race, gender, sexual orientation, gender identity, age, color, religion, national origin, veteran status, disability, genetic information or any other status protected by applicable law. We value our people, their varying perspectives and are committed to fostering an environment where they can bring their whole selves to work.

In accordance with the Immigration Reform and Control Act of 1986, employment is contingent upon verification of identity and authorization to work in the United States. All persons hired will be required to complete Form I-9 and provide acceptable documentation as required by law.

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