Job Title: Property Administrator
Job Description

The Property Administrator provides comprehensive administrative and operational support to a commercial property management team. This role coordinates lease and contract documentation, manages work order and purchase order systems, processes invoices and reports, and supports budgeting and reporting activities. The Property Administrator also serves as a key point of contact for tenants, vendors, and internal stakeholders, helping to ensure smooth daily operations and a positive service experience.

ResponsibilitiesProvide full administrative support to the property management team, including answering phones, typing reports, filing, and distributing correspondence.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 documentation, and generating related reports.Prepare and coordinate bid proposals and service contracts, and process approved invoices in alignment with established policies and procedures.Prepare and code invoices accurately for Property Manager review and approval, including invoices with multiple charts of accounts.Ensure the office remains stocked with necessary office supplies and other materials required to maintain efficient operations.Ensure prompt and accurate completion of contract and certificate of insurance information in contract administration software.Track and file contracts and insurance certificates, maintaining an organized follow-up system for expirations and renewals.Monitor and maintain the property maintenance work order system, and prepare monthly status reports on tenant work orders for the Property Manager.Maintain the property purchase order system and ensure accurate documentation and tracking of purchases.Maintain organized lease and contract files, as well as other records located within the property management office.Promote and foster positive relationships with tenants and clients, including tracking and following up on service calls as required.Assist with preparation of monthly and quarterly management reports and support the annual budget preparation process.Process management and maintenance staff hours, tenant bill-back invoices, accounting entries, expense reports, monthly meter readings, and check requests for review and approval.Work effectively with multiple managers, following directions and providing timely updates on assigned tasks.Handle confidential information in a professional and discreet manner while interacting with decision makers and other stakeholders.Essential SkillsExperience in property administration or property management support, preferably within a commercial property environment.Strong customer service orientation with the ability to interact professionally with internal and external customers.Proficiency in Microsoft Office Suite, including Word and Excel.Ability to multi-task and manage multiple priorities in a fast-paced environment.Ability to work independently with minimal supervision while also collaborating effectively with a team.Strong attention to detail and accuracy in documentation, data entry, and invoice processing.Understanding of basic accounting principles, including credits and debits, and the ability to process invoices with multiple charts of accounts.Effective oral and written communication skills.Strong organizational skills and the ability to maintain orderly files and records.Interpersonal skills that support building positive working relationships with tenants, vendors, and colleagues.Initiative and a proactive approach to problem-solving and task completion.Ability to follow directions, interface with decision makers professionally, and maintain confidentiality.Additional Skills & QualificationsHigh school diploma or GED equivalent required.Bachelor’s degree preferred.Customer service experience preferred.Experience in commercial real estate or commercial property management is beneficial.Demonstrated customer focus for both internal and external stakeholders.Ability to handle multiple managers’ requests and prioritize tasks effectively.Comfort working with administrative and contract management software.Ability to track and report on work orders, purchase orders, and meter readings accurately.Work Environment

This role operates in a professional office environment within a commercial property management setting. The Property Administrator works closely with property managers, maintenance staff, tenants, and vendors, using standard office equipment and Microsoft Office Suite on a daily basis. The position involves frequent use of computers for data entry, report generation, and contract administration, as well as regular phone and email communication. Work typically follows standard business hours, with occasional flexibility needed to support meetings, special events, or reporting deadlines. The environment values organization, accuracy, confidentiality, and a strong customer service mindset, with an expectation of professional attire appropriate for an office-based, client-facing setting.

Job Type & Location

This is a Contract position based out of Indianapolis, IN.

Pay and Benefits

The pay range for this position is $18.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Indianapolis,IN.

Application Deadline

This position is anticipated to close on Apr 30, 2026.

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\n\nAbout Aston Carter:\n

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® double diamond winner for both client and talent service.

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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.

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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.

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