Property Administrator

Overview:

We are seeking a detail\-oriented and organized Property Administrator to join our team. The ideal candidate will be able to multitask, stay calm under pressure and follow through on tasks in a fastpaced environment.

Company Description:

GEM Property Management Company is a full service Community Association management firm. We work in conjunction with an Association's Board of Directors to manage the common area and finances of approximately 125 condominiums, cooperatives and commercial buildings throughout North Jersey.

• Answer and manage incoming phone calls and emails, providing prompt and professional assistance
• Serve as a primary point of contact for homeowners, tenants, and vendors, ensuring inquiries are resolved or directed appropriately
• Partner with Property Managers to ensure all maintenance requests are logged, tracked, and completed in a timely manner
• Investigate and help resolve owner\-reported issues such as leaks, landscaping concerns, and general property upkeep
• Coordinate repairs with vendors, contractors, and homeowners, including scheduling, follow\-up, and quality control
• Maintain relationships with vendors and service providers to ensure reliable and cost\-effective services
• Obtain quotes, schedule work, and ensure projects are completed according to scope and timelines
• Assist with resale transactions by preparing and organizing required documentation
• Ensure all property records, governing documents, and disclosures are accurate, current, and accessible for distribution or download
• Maintain Board of Directors meeting calendars and schedules
• Coordinate and host virtual meetings (e.g., Zoom), including sending invites, preparing agendas, and distributing meeting materials
• Perform general administrative duties such as filing, data entry, document management, and record keeping
• Maintain organized and up\-to\-date digital and physical records
• Utilize Vantaca property management software to maintain property records, track communications, and manage financial data
• Ensure accuracy of account information, work orders, and resident data
• Assist with day\-to\-day property management tasks including drafting community\-wide communications (email blasts, notices)
• Coordinate community logistics such as dryer vent cleanings, pool badge distribution, and pet/dog registrations
• Coordinate the annual Board of Directors election process, including notices, ballots, and communication with homeowners
• Support compliance with association rules, governing documents, and policies
• Deliver a high level of customer service to homeowners, residents, vendors, and internal team members
• Handle sensitive or escalated situations with professionalism and attention to detail
• Assist Property Managers in adopting and integrating technology into daily operations
• Identify opportunities to streamline processes and improve efficiency through digital tools and systems

Skills:

\- Proficient in Outlook, Word, Excel, Zoom.

\- Excellent customer service and phone skills

Job Type: Full\-time

Pay: $20\.00 \- $25\.00 per hour

Benefits:

• Health insurance

Ability to Commute:

• Totowa, NJ 07512 (Required)

Work Location: In person