Property Administrator

Position Summary:

The Property Administrator is a member of McCormack Baron Management’s centralized administrative team, providing administrative, reporting, and documentation support for an assigned portfolio of properties while assisting with shared office and organizational needs. Portfolio assignments establish accountability but do not create a direct reporting relationship to Regional Managers. The role coordinates information, tracks deadlines, follows up on outstanding items, and escalates matters to the responsible department or leader.

Key Responsibilities (Essential Duties and Functions):

This list of duties and responsibilities is not all-inclusive and may expand based on business needs.

Portfolio Administration & Reporting:

• Maintain current property information, dashboards, organizational charts, staffing records, and assigned portfolio resources.
• Prepare and review assigned recurring reports, including vehicle, legal, lease-up, occupancy, music, pool, and state certification reporting, as applicable.
• Collect documentation, identify discrepancies, track reporting deadlines, and follow up with property and corporate teams.
• Provide reasonable cross-coverage for other portfolios as needed.

Agency, Licensing & Document Administration:

• Maintain state agency reference materials, public housing contacts, certification records, and administrative submission information.
• Track assigned contracts, business licenses, renewals, required submissions, and deadlines; communicate outstanding needs.
• Organize, update, and archive records, templates, checklists, SOPs, and supporting documentation in SharePoint and designated systems.
• Assist with partner communications, rent schedule updates, and preparation of monthly financial information as assigned.

Systems, Audits & Process Improvement:

• Complete assigned Fortress audits, identify missing or inconsistent data, document findings, and coordinate administrative follow-up.
• Track corrective actions and unresolved administrative items; escalate overdue matters to appropriate leadership.
• Create and maintain procedures, process maps, forms, training guides, and standardized communications.
• Help implement process changes and identify opportunities to improve consistency, efficiency, and documentation.

Centralized Administrative Team Support:

• Assist with shared mailboxes, incoming calls, administrative requests, records, calendars, and general office support.
• Support employee onboarding/offboarding administration, staffing updates, meetings, trainings, company events, and special projects.
• Maintain Master Calendar visibility for designated property events, agency visits, trainings, and other applicable activities.
• Collaborate with Executive Administrative Assistants and team members to provide coverage during absences and workload changes.

Organizational Alignment & Accountability:

• Property Administrators track, document, coordinate, and follow up without assuming authority over the underlying business function. Human Resources, Finance, Compliance, Information Technology, and Property/Regional Operations retain their respective decision-making responsibilities. Property Administrators report through administrative leadership; assignments may change with organizational needs.

Education and Experience:

• High school diploma or equivalent required; prior administrative, property management, reporting, or related experience preferred.
• Experience supporting multiple properties or departments and familiarity with affordable housing or multifamily operations preferred.
• Proficiency in Microsoft 365, SharePoint, Excel, and the ability to learn Fortress and other company systems.
• Strong organization, communication, accuracy, discretion, collaboration, deadline management, and follow-through.

Work Environment/Physical Demands:

• Office-based clerical work using standard computers, phones, and office equipment; requires routine sitting, standing, bending, and handling files.
• This position requires manual dexterity, the ability to lift files and open filing cabinets.
• This position requires sitting, bending, stooping, or standing as necessary.

McCormack Baron is an equal-opportunity employer and makes hiring decisions based on merit.