Commercial Property Administrator
Length: Contract 90 days
Pay Range: $25.00-$30.00 an hour
Location: Phoenix, AZ 85007
Position Summary
The Commercial Property Administrator provides administrative and operational support for a portfolio of commercial properties. This role is highly detail-oriented and focused on maintaining accurate property records, managing vendor documentation, tracking Certificates of Insurance (COIs), processing invoices, and coordinating vendor agreements. The ideal candidate is organized, proactive, and comfortable managing multiple priorities while working with property managers, vendors, tenants, and internal accounting teams.
Key Responsibilities
Vendor & Contract Administration
- Maintain and organize vendor agreements, service contracts, and related documentation.
- Track contract terms, renewal dates, expiration dates, and required notices.
- Coordinate the execution and renewal of vendor agreements and service contracts.
- Maintain an accurate vendor database and ensure vendor information is current.
- Follow up with vendors regarding missing agreements, documentation, and required updates.
- Assist property managers with obtaining vendor proposals, W-9s, contracts, and other required documentation.
Certificates of Insurance (COIs)
- Request, collect, review, and maintain Certificates of Insurance from vendors, contractors, and other third parties.
- Track COI expiration dates and follow up with vendors to obtain updated certificates.
- Ensure required insurance documentation is received and properly documented before vendors perform work at the property.
- Maintain organized electronic records of COIs and related insurance documentation.
- Communicate with vendors and insurance representatives regarding missing or incomplete certificates.
- Escalate compliance issues to the appropriate property manager or internal team.
Invoice & Accounting Support
- Receive, review, code, and process property-related invoices for approval and payment.
- Verify invoices against vendor agreements, service contracts, purchase orders, or work completed.
- Route invoices to the appropriate property manager or accounting team for approval.
- Track invoice status and follow up on outstanding approvals or discrepancies.
- Assist with resolving billing discrepancies and vendor payment questions.
- Maintain accurate invoice records and supporting documentation.
- Assist with monthly reporting, expense tracking, and administrative accounting tasks as needed.
Property Administration
- Maintain organized electronic and physical property files and records.
- Prepare correspondence, reports, spreadsheets, and other administrative documents.
- Assist property managers with tenant and vendor communications.
- Maintain calendars and track important deadlines, renewals, inspections, and contract requirements.
- Assist with work orders, service requests, and vendor scheduling as needed.
- Enter and maintain accurate information in property management and accounting systems.
- Support property managers with administrative projects and special assignments.
Qualifications
- 1 year commercial property management experience
- Experience reviewing and maintaining contracts and vendor documentation preferred.
- Familiarity with Certificates of Insurance (COIs) preferred.
- Experience processing invoices and working with accounting systems preferred.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
- Ability to manage multiple deadlines and priorities in a fast-paced environment.
- Strong follow-up skills and the ability to communicate professionally with vendors and internal teams.
- Ability to maintain confidential and sensitive information.
BG Staffing is an Equal Opportunity Employer. We are committed to providing equal opportunities for employment to all qualified people, regardless of race, color, national origin, religion, sex, age, disability status, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law. BG Staffing uses artificial intelligence (AI) and other automated decision-support tools to assist in the recruiting and hiring process. See https://www.bgsf.com/ai-notice for more details.