Commercial Property Administrator

Position Overview:

The Property Administrator supports the Property Manager (PM) in ensuring the smooth operation of property management activities, with a strong emphasis on administrative excellence and organizational efficiency.

This role is based in Phoenix, Arizona and is an in-office, 5-day per week position.

The Organization:

ViaWest Group is a Phoenix, Arizona-based real estate investment firm focused on commercial real estate investing and development through a range of fund vehicles, joint ventures, and individual property investments. We also have an office in Denver and invest across a range of property types in the Western United States, including office, industrial, commercial land, and multifamily investments in our targeted geographic markets. The company has been involved in over $3.5 billion of transactions since inception in 2003.

KEY RESPONSIBILITIES:

Administrative and Financial Management

• Process invoices in P2P with accurate coding for PM approval.
• Prepare tenant billbacks.
• Assist in updating the Leasing Tracker under the PM’s direction.
• Review accounts receivable, report findings to the PM, and maintain the Rent Tracker and 90-day Delinquencies weekly.
• Support the PM in general ledger reviews, budget preparation, and variance reporting.

Tenant Relations and Communication

• Coordinate tenant welcome gifts, prepare Welcome Packets, and foster positive tenant interactions.
• Handle tenant inquiries, draft correspondence, and follow through on service requests.
• Manage Angus work orders, including onboarding and educating tenants on the platform.
• Oversee tenant events and assist in planning logistics to strengthen tenant relationships.

Access and Parking Coordinator

• Manage access cards, oversee locksmith services, and coordinate rekeying and lockouts.
• Maintain parking assignments, process changes, and update site maps as needed.

Vendor and Contract Management

• Create scopes of work, coordinate vendor bidding, and monitor vendor performance under PM guidance.
• Update the Vendor Tracker and meet with vendors for property walkthroughs.
• Draft service contracts and work authorizations as requested by the PM.

Operational Oversight

• Conduct property inspections to ensure standards are met, addressing any issues promptly.
• Manage conference room bookings, layout arrangements, and amenity reservations.
• Coordinate signage updates, including tenant move-ins and removals.
• Review security reports, address findings, and ensure appropriate filing.

Insurance and Compliance

• Collect and submit tenant insurance certificates to Jones for compliance.
• Oversee vendor compliance in Jones COI Management software.
• Support lender, appraiser, or insurance representative inspections as requested by the PM.

Aesthetic and Service Management

• Oversee property-related graphic design needs.
• Direct service and maintenance calls to vendors, ensuring resolution and proper tracking.

Mail and General Office Administration

• Handle incoming and outgoing mail, maintaining organized records.

QUALIFICATIONS:

• Undergraduate degree required.
• 2+ years of hands-on experience in commercial real estate
• Strong organizational and administrative skills, with the ability to manage multiple tasks simultaneously.
• Excellent communication skills for tenant and vendor interactions.
• High attention to detail in handling service contracts, compliance, and documentation.
• Proactive approach to problem solving.
• Team player with strong interpersonal skills.
• Proficiency in Microsoft suite products. Experienced preferred in accounting software (Yardi) and work order systems (Angus).

COMPENSATION:

Based upon qualifications and experience. The company also offers an excellent benefits package including health insurance, paid vacation/sick leave/holidays, 401k retirement plan with company matching and much more! 

Candidates will also have the following personal attributes and characteristics:

• A passion for administrative support
• An attitude that embraces integrity, honesty and personal responsibility
• Excellent verbal/written communication skills
• Organized and detail oriented but able to see the “big picture”
• The aptitude to manage multiple tasks and to negotiate competing priorities

Who We Are… 

VISION: To outperform the market in our commercial real estate investment activities and to out-service others in the handling of our clients’ needs.

MISSION: Maximizing the Value of Real Estate Opportunities

VALUES:

• Be engaged and engaging
• Always conduct oneself with integrity
• Focus on seeking solutions
• Be accountable to oneself and others
• Strive for results

Think you might be a great fit for our team?  Here’s what’s next!

Email us at [email protected] with your resume and answer the following questions:

• How would your colleagues describe your working style and your contributions to the team?
• What tools or software are you most comfortable using for administrative and property management tasks?
• What aspects of this role align most with your skills and aspirations? What excites you most about this opportunity?
• What are your compensation expectations/requirements?