Property Services Administrator Lee & Associates Cincinnati, OH Job Details Full-time $50,000 - $60,000 a year 23 hours ago Benefits Mileage reimbursement Paid holidays Health insurance Dental insurance Paid time off Vision insurance Opportunities for advancement Retirement plan Qualifications Accounting systems Customer communication Teamwork Confidential information handling Microsoft Excel Property management tools Microsoft Outlook CMMS Driver's License Microsoft Teams Business Administration Business Associate's degree Document management systems Delegation Full Job Description About the Opportunity Lee & Associates | Cincinnati is seeking a highly organized, proactive, and service-minded Property Services Administrator to support the management and operation of a diverse commercial real estate portfolio. This is a highly visible role for an individual who enjoys solving problems, coordinating people and information, improving processes, and creating a positive experience for tenants, owners, vendors, and internal team members. The Property Services Administrator will serve as an essential operational partner to the property management and facility services teams. This position will coordinate service requests, vendor activity, property documentation, tenant communications, work orders, invoices, inspections, reporting, and administrative processes that keep commercial properties operating efficiently. The ideal candidate will bring commercial real estate, facility management, construction administration, property operations, or high-level service coordination experience. The successful candidate will be dependable, professional, detail-oriented, comfortable working with multiple stakeholders, and capable of taking ownership of important responsibilities. Why Join Us This position offers the opportunity to: Work within an integrated commercial real estate platform. Support office, retail, industrial, medical office, and mixed-use properties. Build meaningful relationships with tenants, vendors, contractors, property managers, and ownership representatives. Develop practical knowledge of commercial property operations, financial administration, maintenance, and construction. Take ownership of important workflows and processes. Work alongside experienced property management, facility maintenance, construction, accounting, and brokerage professionals. Build a long-term career path toward Property Manager, Facility Director, Project Administrator, or Operations Manager. Position Summary The Property Services Administrator will provide administrative, operational, and service coordination support for assigned commercial properties. The position will be responsible for maintaining accurate property records, coordinating tenant requests, tracking work orders, supporting vendors and contractors, assisting with financial and lease administration, preparing reports, monitoring deadlines, and ensuring that assigned tasks are completed timely and professionally. This role requires regular communication with tenants, property managers, maintenance personnel, vendors, contractors, accountants, leasing professionals, ownership representatives, and other service providers. Essential Responsibilities Property Services Coordination Receive, document, prioritize, and track tenant service requests and property-related inquiries. Coordinate work orders with building engineers, maintenance personnel, vendors, and contractors. Monitor open service requests through completion and communicate status updates to tenants and property managers. Identify recurring maintenance or service issues and bring them to the attention of the appropriate property manager. Maintain accurate records of completed work, outstanding issues, vendor responses, costs, and follow-up requirements. Assist with tenant move-ins, move-outs, access credentials, signage, deliveries, service interruptions, and property procedures. Help ensure that tenant concerns are addressed promptly, professionally, and consistently. Tenant and Client Communication Serve as a responsive and professional point of contact for tenants and service providers. Prepare tenant communications regarding maintenance, inspections, construction, building access, special events, weather conditions, utility interruptions, and other property matters. Coordinate tenant notices, service announcements, building updates, and emergency communications. Maintain a professional tone in all written and verbal communications. Escalate sensitive tenant, financial, legal, or operational matters to the appropriate property manager. Assist with tenant satisfaction initiatives and periodic tenant outreach. Vendor and Contractor Administration Coordinate vendor access, scheduling, work orders, proposals, service documentation, and completion confirmations. Maintain current vendor contact information, scopes of work, insurance certificates, W-9 forms, contracts, and compliance records. Request proposals and pricing for routine repairs, maintenance services, supplies, and small projects. Assist with comparing vendor proposals and identifying scope, pricing, or scheduling issues. Track vendor performance, response times, incomplete work, recurring issues, and outstanding documentation. Coordinate with vendors regarding building access, work areas, safety requirements, and tenant communication. Assist with service contract renewals and vendor performance reviews. Work Order and Maintenance Administration Maintain accurate work order records in the applicable property management or facility services system. Assign or route service requests to the appropriate building personnel or vendor. Track preventive maintenance schedules and recurring service requirements. Monitor inspections, testing, certifications, warranties, and maintenance documentation. Assist with tracking HVAC, elevators, fire and life-safety systems, generators, lighting, plumbing, roofing, paving, landscaping, snow removal, janitorial services, security, and other property systems. Review open work orders regularly and follow up on items that are delayed, incomplete, or lacking documentation. Prepare recurring work order and service activity reports for property management review. Financial and Accounting Support Assist with tracking operating expenses, service costs, tenant billings, and property-level expenditures. Support monthly financial reporting by gathering explanations, documentation, and operational information. Assist with annual budgets, forecasts, capital planning, and expense analyses. Help maintain documentation for common area maintenance, operating expense, tax, insurance, and other tenant recovery calculations. Track tenant charges, reimbursements, after-hours services, and other billable items as directed. Lease and Property Administration Maintain accurate electronic and physical property files. Assist with lease abstract updates, critical dates, tenant contacts, insurance requirements, signage approvals, access provisions, and operating obligations. Track lease-related administrative deadlines and bring upcoming requirements to the property manager's attention. Assist with preparation of tenant notices, letters, forms, certificates, approvals, and property documentation. Maintain records of tenant correspondence, service requests, inspections, compliance matters, and project activity. Support lease audits, due diligence requests, lender inquiries, insurance reviews, and ownership reporting. Coordinate with legal, accounting, leasing, and property management personnel when additional review is required. Property Inspections and Reporting Document property conditions, deferred maintenance, tenant concerns, safety issues, housekeeping concerns, and recommended follow-up. Prepare inspection reports, punch lists, action-item logs, and status updates. Assist with tracking completion of inspection items and corrective actions. Help maintain current property contact lists, emergency information, floor plans, vendor lists, equipment records, warranties, and operating manuals. Prepare recurring reports related to work orders, vendor activity, inspections, open issues, projects, tenant requests, and compliance items. Capital Projects and Construction Support Support property manager with small capital projects, repairs, tenant improvements, and building projects. Coordinate contractor access, tenant notices, project schedules, deliveries, and work-area requirements. Maintain project files, proposals, contracts, change orders, invoices, lien waivers, insurance documentation, warranties, and closeout materials. Track project budgets, schedules, outstanding decisions, punch-list items, and completion documentation. Assist with communication among tenants, contractors, property managers, engineers, vendors, and ownership representatives. Emergency and Risk Management Support Assist with property emergency communications and response procedures. Help coordinate responses to severe weather, water leaks, utility interruptions, security incidents, fire alarms, building access issues, and other urgent matters. Maintain current emergency contact lists, vendor information, building procedures, and response documentation. Assist with incident reports, insurance claims, photographs, repair records, and follow-up tracking. Support compliance with property safety procedures, vendor requirements, and applicable building standards. Required Qualifications Strong administrative, organizational, and follow-through skills. Demonstrated ability to manage multiple priorities, deadlines, vendors, tenants, and service requests. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Proficiency with Microsoft Outlook, Word, Excel, Teams, and related Microsoft 365 applications. Ability to learn and consistently use property management, work order, accounting, and document management systems. Professional judgment and the ability to handle confidential, sensitive, and time-critical matters. Valid driver's license and reliable transportation for periodic travel among properties in the Greater Cincinnati and Northern Kentucky region. Preferred Qualifications Experience in commercial real estate property management or facility services. Familiarity with office, retail, industrial, medical office, or mixed-use properties. Experience with MRI, Yardi, Building Engines, Angus, or similar property management and work order systems preferred but not required. Experience processing vendor invoices, purchase orders, service contracts, certificates of insurance, and tenant billings. Familiarity with commercial lease terminology and property operating expenses. Experience supporting construction projects, tenant improvements, preventive maintenance, or capital improvements. Associate's or bachelor's degree in business, real estate, facilities management, construction management, accounting, or a related discipline. Industry coursework or credentials such as RPA, FMA, CPM, BOMI, IFMA, or similar. Ideal Candidate Profile The successful candidate will be: Highly organized and dependable. Responsive, professional, and service-oriented. Comfortable communicating with tenants, executives, contractors, vendors, and internal teams. Capable of working independently while knowing when to escalate an issue. Proactive in identifying problems and following them through to resolution. Comfortable working in a fast-paced, deadline-driven environment. Strong with details, records, documentation, and process management. Calm and resourceful when handling urgent requests or unexpected issues. Interested in building a long-term career in commercial real estate and property services. Measures of Success Success in this role will be demonstrated through: Timely and accurate tracking of tenant requests and work orders. Consistent follow-up with tenants, vendors, and internal team members. Complete and well-organized property and vendor records. Accurate invoice, billing, coding, and supporting documentation. Reliable completion of inspections, reports, notices, and recurring administrative tasks. Improved visibility into open issues, vendor performance, and property service activity. Effective support of property managers, facility personnel, accounting, construction, and ownership. Professional tenant communications and improved service responsiveness. Proactive identification of recurring issues, process improvements, and operational risks. Compensation and Benefits Lee & Associates | Cincinnati offers a competitive compensation and benefits package designed to attract and retain high-quality commercial real estate professionals.

Competitive salary commensurate with experience:

. Performance-based bonus opportunity. Medical, dental, and vision insurance. Retirement plan with company contribution or match. Paid time off and paid holidays. Professional development and continuing education support. Mileage reimbursement for approved property travel. Company-provided technology and resources. Collaborative work environment with opportunities for advancement. Please submit a résumé and brief cover letter describing your relevant property management, facility services, construction administration, vendor coordination, or commercial real estate experience.

Job Type:

Full-time Pay:

$50,000.00 - $60,000.00 per year

Work Location:

In person