Commercial Property Administrator

About the Company:Nassau Property Management, LLC, is a privately held commercial property management firm based in Austin, TX. Nassau manages approximately 1M square feet of commercial office, industrial and retail properties in Central Texas. We specialize in managing and repositioning value-add properties in prime locations.

The Role:The Commercial Property Administrator provides high-quality property management support and plays a key role in the day-to-day operations of a portfolio of Class A office properties. This position assists the Property Management team with daily responsibilities by ensuring efficient administrative processes, strong tenant relations, and effective coordination with third-party vendors. Typical duties include managing Accounts Receivable and Accounts Payable, supporting office administration, delivering excellent customer service, maintaining and tracking Certificates of Insurance (COIs), assisting with vendor contract administration, and supporting tenant relations. The role also includes assisting in managing work and responsibilities for third-party vendors, drafting and preparing service agreements, coordinating and scheduling vendor work and site visits, and serving as a liaison to ensure clear communication, timely completion of services, and compliance with contractual obligations.

The ideal candidate demonstrates a strong willingness and desire to learn, continuously seeking opportunities to grow within the property management field. They also possess precise attention to detail, are comfortable analyzing numerical data, can complete projects confidently while making informed decisions, and exhibits strong communication skills.

Job Functions:

• Assist Property Manager with day-to-day operation of assigned portfolio.
• Assist Property Manager with the preparation of monthly/quarterly financial reports.
• File paperwork, prepare lease termination forms and write-off forms as necessary.
• Create and maintain digital vendor files.
• Prepare aging reports on a monthly basis.
• Receive and enter work order requests into the system.
• Maintain, track, and input into the system all Certificates of Insurance for vendors/tenants/clients.
• Prepare, compile, and facilitate the creation and execution of Service Contracts for vendor services.
• Schedule building activity including move-ins / move outs; verify insurance.
• Assist in planning and executing tenant events with management team.
• Maintain trackers for Certificates of Insurance, Service Contracts, and Tenants HVAC agreements for assigned properties.
• Assist with accounts payable accurately input, verify proper backup and code all invoices according to the approved budget into the payables system and then forward to the Property Manager for approval.
• Assist with accounts receivable monthly review of account receivables in the system and assist with the preparation of late notices and default notices.
• Scheduling and communication with vendors, tenants, and maintenance staff.

The above-referenced position summary is a guideline designed to present an overview of job duties and is not intended to be a comprehensive list of responsibilities and requirements.

Qualifications:

• Bachelors Degree highly preferred
• Proficient with Microsoft Excel and Word; Yardi experience a plus
• Attention to Detail
• Basic accounting skills and knowledge
• Mathematical aptitude
• Strong verbal and written communication skills
• Excellent customer service skills
• Good organizational skills
• Desire and ambition to learn and grow in the firms property management department

Company Benefits:

• 100% employer-paid healthcare benefits for employee, spouse, and dependents (medical, dental, vision).
• 100% employer-paid $50k life insurance, AD&D, short-term and long-term disability insurance.
• 401(k) participation after 90 days, with 4% employer match and immediate vesting.
• Generous PTO package and Company-paid holidays.
• Cell phone stipend and mileage reimbursement.
• Annual bonus eligibility.