Job Description

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

Why Ash Properties

At Ash Properties, your work truly matters. You’ll be part of a collaborative, experienced team, supporting properties that are integral to Northeast Florida’s commercial landscape. This role offers exposure to multiple facets of commercial real estate and the opportunity to grow with a respected, long‑standing organization.

Come build your future with a company where quality, integrity, and people come first.

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

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