PROPERTY ADMINISTRATOR

HOW TO APPLY


Email your resume to ---------- with the subject line:
Property Administrator - [Your Name].
Include a 2-3 minute video introducing yourself, describing your property management admin experience, the software you've used, and how you stay organized across competing priorities.
We will only review applicants who submit both a resume and a video. Your thoroughness here is a preview of how you work.

THE ROLE

Apta Management is a property management firm managing a growing portfolio of medical office buildings and grocery-anchored and community retail centers across Indiana and Kentucky. We are hiring a Property Administrator to serve as the back-office backbone of our property management function.
This is a coordination and documentation role, not an accounting role. You will take the administrative tasks, maintaining property records, tenant-coordination, vendor-coordination, and lease-administration and monitor regulatory compliance with inspections, own the paperwork, the scheduling, the records, and the follow-up communication.
You will work a night shift in the Philippines to maintain full overlap with US Eastern business hours, coordinating in real time with the Senior Property Manager, tenants, and vendors.

WHAT YOU WILL OWN

Tenant Coordination
Monitor PM inbox for routine tenant requests via the tenant portal, email, and phone
Log, route, and track tenant maintenance requests; open work orders in the property management system (Yardi Breeze Premier) and assist Sr.PM as directed
Follow each request through to completion and confirm resolution with the tenant; keep the Senior Property Manager informed of anything escalating
Maintain accurate, current tenant contact records and portal access
Prepare and send tenant notices, move-in welcome packets, and routine correspondence drafted to Apta's standards

Vendor Coordination
Schedule vendor and contractor service visits and confirm appointments; coordinate site access and tenant notification
Collect, verify, and track vendor certificates of insurance (COIs); flag expirations and chase renewals before they lapse
Maintain the vendor directory, contact records, and current W-9s on file
Track open work orders across all vendors and follow up on completion, photos, and documentation
Compile competitive bid requests and organize returned bids for the Senior Property Manager's review (you gather and organize; she selects)

Lease Administration
Organize executed leases and amendments; capture critical dates, options, escalations, and recovery terms
Maintain the critical-date calendar (rent escalations, renewal windows, option deadlines, expirations) and surface upcoming dates to the Senior Property Manager well in advance
Organize and maintain the lease file system so every executed document, amendment, estoppel, and COI is filed and retrievable
Assemble renewal and tenant-improvement document packages for the Senior Property Manager and support the renewal process administratively
Keep lease data current in the property management system as new leases and amendments are executed
Administration & Records
Maintain organized digital files across all properties: leases, COIs, inspections, work orders, vendor records, and correspondence
Compile and format the Senior Property Manager's monthly property inspection records, including organizing photographs and condition notes
Prepare recurring reports, meeting agendas, and operational documents as directed
Track recurring task calendars and deadlines, and prompt the team ahead of due dates
Document and maintain standard operating procedures for the administrative workflows you own

WHERE THE LINES ARE
Accounting stays with the Property Accountant. You do not code invoices, post to the general ledger, reconcile accounts, calculate CAM, or process payments. When a tenant request touches money, you route it to the Property Accountant.
Decisions stay with the Senior Property Manager. You gather bids, schedule work, and prepare documents; she negotiates leases, approves vendors, signs off on spend, and owns NOI.
Field work stays with the Maintenance Technician. You coordinate and schedule; he executes on-site.

WHO YOU ARE
Required
3+ years of property management administrative or back-office support experience, ideally supporting US commercial real estate
Hands-on proficiency with property management software, Yardi Breeze Premier strongly preferred
Excellent written and spoken English; able to communicate directly and professionally with US tenants and vendors without review
Strong organizational discipline and meticulous attention to detail. Nothing slips
Comfortable owning recurring deadlines and following through independently with minimal supervision
Reliable high-speed internet, a quiet professional work environment, and a backup power/internet plan
Able to work a night shift in the Philippines for full US Eastern business-hours overlap
Critical Thinkers. Evaluates information objectively and makes informed decisions
Preferred
Experience with commercial lease abstracting and critical-date tracking
Familiarity with medical office and/or retail tenancies, CAM structures, and COI requirements
Experience coordinating distributed teams and vendors across time zones
Working knowledge of Slack, Google Workspace, and Notion

Who Thrives Here

Organizers who close loops. You track everything and let nothing drop
Clear communicators. You write crisply and professionally
Calm coordinators. Competing requests don't rattle you
Self-starters. You move work forward without being asked twice
Tech-forward operators. You adopt new tools quickly
COMPENSATION & ENGAGEMENT
Compensation: $1,000 - $1200 USD per month, commensurate with experience and Yardi fluency.
Full-time independent contractor engagement
Night-shift schedule aligned to US Eastern business hours
Paid time off per Apta's contractor policy
Long-term role with a fast-scaling firm and room to grow into a lead administrative or operations-coordination position as the portfolio expands

HOW TO APPLY

Email your resume to ---------- with the subject line:
Property Administrator - [Your Name].
Include a 2-3 minute video introducing yourself, describing your property management admin experience, the software you've used, and how you stay organized across competing priorities.
We will only review applicants who submit both a resume and a video. Your thoroughness here is a preview of how you work.

Apta Management LLC is an equal opportunity employer. This job description describes the general nature and level of work performed and is not an exhaustive list of all responsibilities. Apta Management LLC reserves the right to modify duties as business needs require.