Job Description

Job Summary

As the Real Estate & Property Management Administrator, you will provide high-level administrative and operational support to the Director of Real Estate, serving as a key liaison between tenants, vendors, brokers, and internal stakeholders. This role supports both residential and commercial properties across multiple states and plays a critical role in keeping property operations organized, compliant, and running smoothly.

You will work across property management, real estate brokerage support, and light bookkeeping functions, making this an ideal role for someone who thrives in a fast-paced environment, enjoys variety in their work, and takes pride in accuracy, organization, and follow-through.

_ WHAT YOU'LL DO:_

Property Management Administration

• Support day-to-day residential and commercial property management activities across multiple states
• Serve as a first point of contact for tenants and vendors, handling incoming communications with professionalism and urgency
• Assist with lease administration, including organizing, maintaining, and auditing lease documents and files
• Track rents, expenses, loan payments, and commissions using designated software to ensure accuracy
• Coordinate vendor and contractor relationships, including onboarding, vetting, and ongoing communication
• Support inspections, compliance requirements, and emergency property-related issues as they arise

**Broker & Listing Support **

• Act as the primary point of contact for Residential MLS systems, including setting up searches, tours, and market research
• Manage activity within MNCAR for commercial listings, market searches, and marketing efforts

**Bookkeeping & Financial Support **

• Track invoices, process payments upon approval, and maintain accurate financial records
• Assist with income and expense tracking, reporting, and partner distributions
• Coordinate property tax payments and ensure continuity of property insurance coverage
• Prepare year-end income and expense reports for tax accountant submission

Qualifications

_ MUST-HAVE:_

• Experience: 3 years of administrative coordination or support experience in real estate, property management, or a related field.
• Technical Proficiency: Proficiency in Microsoft Excel, Word, and Microsoft Office
• Money Management: Ability to support both operational and financial aspects of real estate management.
• Project Management: Experience in real estate coordination, property management, real estate administration, or executive assistance.

NICE-TO-HAVE:

• Professional certifications: Intuit QuickBooks Certified User Certificate, Microsoft Excel Certification
• Real Estate Systems & Tools: Experience with QuickBooks, Yardi, MLS systems, or MNCAR.
• Education: Bachelor’s degree in Business, Real Estate, or a related field.
• Prior experience supporting multi-state property portfolios.

Additional Information

_ SKILLS CRITICAL FOR SUCCESS:_

• Organization & Project Management: Manages multiple properties, priorities, deadlines, and documentation with accuracy and efficiency.
• Communication & Relationship Building: Builds strong working relationships with tenants, vendors, brokers, contractors, and internal partners through clear, professional communication.
• Problem Solving & Responsiveness: Handles day-to-day issues, urgent property needs, and unexpected challenges calmly while identifying practical solutions.
• Attention to Detail & Accuracy: Ensures leases, financial tracking, reports, and records are complete, accurate, and well-maintained.
• Adaptability & Change Agility: Thrives in a dynamic environment with shifting priorities, new properties, and evolving business needs.
• Customer Service Mindset: Customer Service Mindset: Professional, responsive, and solutions-oriented with tenants, vendors, and brokers
• Independent Judgment & Accountability: Works independently, takes ownership of tasks, and follows through to completion.
• Confidentiality & Professionalism: Handles sensitive financial, lease, and business information with discretion and integrity.

** WHY YOU’LL LOVE THIS ROLE:**

This role offers meaningful variety, no two days are the same. You’ll gain exposure to all sides of real estate operations while working closely with experienced leadership who values trust, accountability, and results. If you enjoy being the go-to person, staying organized, and seeing the direct impact of your work, this role provides both stability and opportunity to grow.

Important Information

At Dungarvin, diversity and inclusion are a part of what makes our organization strong. Together, we can continue to work towards an inclusive culture that supports our employees and persons served. Dungarvin is an affirmative action and equal opportunity employer.

The deadline for internal applications is set for two weeks from the date of the job posting.

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01/19