Property Administrator
Ash Properties, Jacksonville, FL, United States
Join the Ash Properties Team
Welcome to Ash Properties — a proudly local, privately owned leader in Northeast Florida’s commercial real estate landscape. With more than 40 years of experience and 12+ million square feet of commercial properties across the region, we’ve built a reputation for excellence, innovation, and community‑focused growth.
At Ash Properties, we specialize in the leasing, management, and development of a diverse commercial portfolio, and we pride ourselves on doing things the right way. Our team is collaborative, experienced, and committed to providing exceptional service to our tenants, partners, and communities.
We’re now looking for a Property Administrator to support our property management team and play a key role in the operational success of our retail and commercial portfolio. If you’re highly organized, detail‑oriented, and energized by keeping complex operations running smoothly, this is an opportunity to grow your career with a company deeply rooted in excellence.
About The Role The Property Administrator supports the day‑to‑day operations of a commercial retail portfolio by coordinating administrative, compliance, and operational activities. This role partners closely with Property Managers, tenants, vendors, and internal teams to ensure properties operate efficiently, professionally, and in compliance with lease and company standards.
Key Responsibilities
Create and maintain Property Fact Sheets with critical building and infrastructure information (mechanical, electrical, plumbing, life safety systems, access points, etc.)
Draft, track, and manage vendor service contracts and agreements at the direction of Property Managers
Coordinate vendor onboarding, including W‑9s, Certificates of Insurance (COIs), and compliance documentation
Track and manage tenant and vendor insurance compliance in alignment with lease requirements and company standards
Prepare and distribute new tenant welcome packets to support smooth, professional onboarding
Draft and send tenant communications (quarterly, annual, and recurring) related to building operations and policies
Track and maintain tenant preventive maintenance requirements, including HVAC servicing, grease traps, and fire/life safety inspections
Maintain accurate tenant contact information for operations, emergencies, accounting, and compliance
Support monthly rent collection, including payment tracking and follow‑up as directed
Process vendor and operational invoices, ensuring proper coding, approvals, and documentation
Serve as a key administrative point of contact for tenants, vendors, brokers, and internal teams
Maintain accurate electronic and physical files within property management systems and shared platforms
Assist Property Managers with budgeting support, reporting, audits, and special projects
Ensure compliance with company policies, lease requirements, and regulatory standards
Qualifications and Experience Required Qualifications
High school diploma or GED
3+ years of experience in commercial retail property management
Proficiency in Microsoft Office, SharePoint, and Yardi
Strong verbal and written communication skills (English required; bilingual a plus)
Highly organized with strong attention to detail and ability to manage competing priorities
Preferred Experience
Background in office management or corporate real estate
Experience with COI tracking software and/or Building Management Systems (BMS)
Core Competencies
Action‑oriented and process‑driven
Strong problem‑solving skills
Customer‑focused mindset
Collaborative, ethical, and dependable
Excellent interpersonal and communication abilities
Physical & Other Requirements
Ability to lift up to 50 lbs
Ability to walk, stand, bend, lift, and climb stairs
Ability to work in heated environments
Successful completion of pre‑employment background screening
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At Ash Properties, we specialize in the leasing, management, and development of a diverse commercial portfolio, and we pride ourselves on doing things the right way. Our team is collaborative, experienced, and committed to providing exceptional service to our tenants, partners, and communities.
We’re now looking for a Property Administrator to support our property management team and play a key role in the operational success of our retail and commercial portfolio. If you’re highly organized, detail‑oriented, and energized by keeping complex operations running smoothly, this is an opportunity to grow your career with a company deeply rooted in excellence.
About The Role The Property Administrator supports the day‑to‑day operations of a commercial retail portfolio by coordinating administrative, compliance, and operational activities. This role partners closely with Property Managers, tenants, vendors, and internal teams to ensure properties operate efficiently, professionally, and in compliance with lease and company standards.
Key Responsibilities
Create and maintain Property Fact Sheets with critical building and infrastructure information (mechanical, electrical, plumbing, life safety systems, access points, etc.)
Draft, track, and manage vendor service contracts and agreements at the direction of Property Managers
Coordinate vendor onboarding, including W‑9s, Certificates of Insurance (COIs), and compliance documentation
Track and manage tenant and vendor insurance compliance in alignment with lease requirements and company standards
Prepare and distribute new tenant welcome packets to support smooth, professional onboarding
Draft and send tenant communications (quarterly, annual, and recurring) related to building operations and policies
Track and maintain tenant preventive maintenance requirements, including HVAC servicing, grease traps, and fire/life safety inspections
Maintain accurate tenant contact information for operations, emergencies, accounting, and compliance
Support monthly rent collection, including payment tracking and follow‑up as directed
Process vendor and operational invoices, ensuring proper coding, approvals, and documentation
Serve as a key administrative point of contact for tenants, vendors, brokers, and internal teams
Maintain accurate electronic and physical files within property management systems and shared platforms
Assist Property Managers with budgeting support, reporting, audits, and special projects
Ensure compliance with company policies, lease requirements, and regulatory standards
Qualifications and Experience Required Qualifications
High school diploma or GED
3+ years of experience in commercial retail property management
Proficiency in Microsoft Office, SharePoint, and Yardi
Strong verbal and written communication skills (English required; bilingual a plus)
Highly organized with strong attention to detail and ability to manage competing priorities
Preferred Experience
Background in office management or corporate real estate
Experience with COI tracking software and/or Building Management Systems (BMS)
Core Competencies
Action‑oriented and process‑driven
Strong problem‑solving skills
Customer‑focused mindset
Collaborative, ethical, and dependable
Excellent interpersonal and communication abilities
Physical & Other Requirements
Ability to lift up to 50 lbs
Ability to walk, stand, bend, lift, and climb stairs
Ability to work in heated environments
Successful completion of pre‑employment background screening
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