PROPERTY ADMINISTRATOR
Colton Commercial & Partners Inc, San Francisco, CA, United States
Overview
ROLE OVERVIEW
The Property Administrator plays a key role within the Property Management group at Colton Commercial & Partners, providing administrative, operational, and financial support across a portfolio of commercial properties. The ideal candidate is highly organized, proactive, detail-oriented, and experienced in managing multiple properties and competing deadlines with confidence and minimal supervision. Reporting Structure
The Property Administrator reports directly to the Vice President of Property Management. Responsibilities
Administrative & Operations:
Serve as a primary point of contact for tenants, vendors, and internal teams, managing inquiries, correspondence, and escalations with professionalism. Maintain digital and physical records for properties — including leases, service contracts, as-built plans, insurance certificates, and certificates of occupancy. Utilize property management software (Yardi Breeze Premier) to ensure accuracy and completeness of records, and actively participate in team meetings. Lease Administration:
Ensure leases are properly entered into Yardi in a timely manner, and monitor critical lease dates including option expirations and rent escalations. Coordinate lease commencement processes, including the preparation of tenant welcome packages and move-in checklists. Assist property managers with lease amendments, estoppels, SNDAs, and other lease-related documentation. Tenant Relations & Communications:
Respond to tenant inquiries within one business day (24 hours) of initial outreach, build and maintain positive relationships through professional and timely communication. Coordinate and track work order completion, with appropriate follow-up with vendors and tenants to confirm satisfactory resolution. Escalate issues related to tenant dissatisfaction that may affect lease retention, physical safety, or insurance and code compliance to the appropriate management personnel. Financial Support & Reporting:
Assist with accounts payable processing, as well as budget and variance tracking for assigned properties. Additional responsibilities may include assisting with tracking tenant delinquencies, rent increase notifications, supporting annual CAM reconciliation, and operating expense billing processes. Vendor & Project Coordination:
Assist in bidding, onboarding, and management of service vendors. Verify active insurance, licenses, and contract compliance. Coordinate scheduling and oversight of routine maintenance, capital improvement projects, and tenant improvement (TI) work. Oversee service contracts (HVAC, fire/life safety, janitorial, landscaping, trash removal, and related services) to ensure work is performed per contract terms and that agreements remain current and competitively priced. Maintain regulatory and insurance documentation, including COIs, permits, and safety certifications, and proactively track renewal and expiration dates. Assist with property onboarding/offboarding, refinances, sales, and acquisitions — including preparation of Estoppels, SNDAs, and Rent Rolls — as required. The activities listed are not all-inclusive and indicate the types of activities normally performed by this position. Compensation & Benefits
Colton Commercial & Partners offers a competitive compensation package commensurate with experience. The annual base salary for this position ranges from $45,000 to $60,000, with the specific offer determined based on the candidate's qualifications, relevant experience, and demonstrated capabilities. Additional benefits include the option to participate in a SIMPLE IRA plan with employer match and a medical benefits stipend. Qualifications & Skills
Candidates should have a minimum of two to four years of experience in commercial property management, real estate administration, or a closely related field. A Bachelor’s degree in Business Administration, Real Estate, or a related discipline is preferred; however, an Associate's degree combined with substantial relevant experience will be considered. Proficiency in Yardi Breeze Premier, MRI, AppFolio, or similar property management software is strongly preferred. The successful candidate will demonstrate exceptional organizational and multitasking abilities in a fast-paced, multi-property environment, along with strong written and verbal communication skills and confidence in interacting with tenants, owners, and vendors. Advanced proficiency in the Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint) is required. The role demands an analytical mindset with strong attention to detail and comfort reviewing financial data and lease documents. The ability to handle confidential information and navigate sensitive relationships with discretion and diplomacy is essential.
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ROLE OVERVIEW
The Property Administrator plays a key role within the Property Management group at Colton Commercial & Partners, providing administrative, operational, and financial support across a portfolio of commercial properties. The ideal candidate is highly organized, proactive, detail-oriented, and experienced in managing multiple properties and competing deadlines with confidence and minimal supervision. Reporting Structure
The Property Administrator reports directly to the Vice President of Property Management. Responsibilities
Administrative & Operations:
Serve as a primary point of contact for tenants, vendors, and internal teams, managing inquiries, correspondence, and escalations with professionalism. Maintain digital and physical records for properties — including leases, service contracts, as-built plans, insurance certificates, and certificates of occupancy. Utilize property management software (Yardi Breeze Premier) to ensure accuracy and completeness of records, and actively participate in team meetings. Lease Administration:
Ensure leases are properly entered into Yardi in a timely manner, and monitor critical lease dates including option expirations and rent escalations. Coordinate lease commencement processes, including the preparation of tenant welcome packages and move-in checklists. Assist property managers with lease amendments, estoppels, SNDAs, and other lease-related documentation. Tenant Relations & Communications:
Respond to tenant inquiries within one business day (24 hours) of initial outreach, build and maintain positive relationships through professional and timely communication. Coordinate and track work order completion, with appropriate follow-up with vendors and tenants to confirm satisfactory resolution. Escalate issues related to tenant dissatisfaction that may affect lease retention, physical safety, or insurance and code compliance to the appropriate management personnel. Financial Support & Reporting:
Assist with accounts payable processing, as well as budget and variance tracking for assigned properties. Additional responsibilities may include assisting with tracking tenant delinquencies, rent increase notifications, supporting annual CAM reconciliation, and operating expense billing processes. Vendor & Project Coordination:
Assist in bidding, onboarding, and management of service vendors. Verify active insurance, licenses, and contract compliance. Coordinate scheduling and oversight of routine maintenance, capital improvement projects, and tenant improvement (TI) work. Oversee service contracts (HVAC, fire/life safety, janitorial, landscaping, trash removal, and related services) to ensure work is performed per contract terms and that agreements remain current and competitively priced. Maintain regulatory and insurance documentation, including COIs, permits, and safety certifications, and proactively track renewal and expiration dates. Assist with property onboarding/offboarding, refinances, sales, and acquisitions — including preparation of Estoppels, SNDAs, and Rent Rolls — as required. The activities listed are not all-inclusive and indicate the types of activities normally performed by this position. Compensation & Benefits
Colton Commercial & Partners offers a competitive compensation package commensurate with experience. The annual base salary for this position ranges from $45,000 to $60,000, with the specific offer determined based on the candidate's qualifications, relevant experience, and demonstrated capabilities. Additional benefits include the option to participate in a SIMPLE IRA plan with employer match and a medical benefits stipend. Qualifications & Skills
Candidates should have a minimum of two to four years of experience in commercial property management, real estate administration, or a closely related field. A Bachelor’s degree in Business Administration, Real Estate, or a related discipline is preferred; however, an Associate's degree combined with substantial relevant experience will be considered. Proficiency in Yardi Breeze Premier, MRI, AppFolio, or similar property management software is strongly preferred. The successful candidate will demonstrate exceptional organizational and multitasking abilities in a fast-paced, multi-property environment, along with strong written and verbal communication skills and confidence in interacting with tenants, owners, and vendors. Advanced proficiency in the Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint) is required. The role demands an analytical mindset with strong attention to detail and comfort reviewing financial data and lease documents. The ability to handle confidential information and navigate sensitive relationships with discretion and diplomacy is essential.
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