Property Administrator

Company Overview:

Hillwood Urban is a full-service commercial real estate company founded in the legacy of Hillwood. Leveraging our deep roots in commercial investment and development, we are a real estate company built from our core values and focused on the evolving needs of our clients. A Perot company, Hillwood Urban operates with integrity and accountability, employing innovative thinking and an unwavering commitment to quality. For additional information, visit www.hillwoodurban.com.

Position Summary:

Hillwood Urban is seeking a highly professional and detail-oriented Property Administrator to support the daily operations of a newly constructed Class AA commercial office building located in Uptown Dallas, Texas. Reporting to the Senior Property Manager, this individual will play a key role in ensuring smooth day-to-day operations with a focus on tenant satisfaction, operational excellence, and administrative support. The ideal candidate will be a proactive team player with exceptional customer service skills, strong organizational abilities, and a commitment to delivering high-quality support in a commercial real estate environment.

Responsibilities:

Property Operations & Administration:

• Answer, screen, and direct incoming calls, vendors, and visitors in a professional and courteous manner.
• Maintain accurate and organized property files, including leases, vendor contracts, and compliance documentation.
• Maintain tenant and vendor contact information and ensure Certificates of Insurance are current and compliant.
• Track key contract terms, expiration dates, and renewal requirements.
• Assist with enforcing building rules and regulations and support safety, security, and emergency response protocols.
• Input and monitor tenant workorders through the building management system to ensure timely resolution.
• Conduct regular property inspections to identify maintenance needs and ensure a clean, well-kept environment.
• Communicate regularly with building staff and vendors as operational issues arise.
• Assist with scheduling shared space reservations and logistics, including conference rooms and amenity areas.
• Monitor the fitness center and parking garage for maintenance needs and supply inventory.

Financial Management:

• Submit and code invoices using the designated accounts payable system in alignment with approved budgets.
• Monitor tenant accounts receivable and assist with collections, notices, and documentation as directed.
• Distribute monthly rent statements and supporting documentation to tenants.
• Assist with the preparation of annual property budgets, including soliciting bids for services and repairs.

Tenant Relations and Retention:

• Maintain and update tenants with welcome materials, property handbooks, and contact lists.
• Serve as a point of contact for tenants, responding promptly to inquiries and service requests.
• Coordinate tenants’ move-in and move-out processes, including logistics for vendor access.
• Assist with managing operations of shared amenity spaces, including tenant lounges, rooftop terraces, and fitness centers.
• Support planning and executive of tenant appreciation events, holiday programs, and building-wide communications.

Required Skills and Abilities:

• Strong customer service orientation with a professional, polished, and welcoming demeanor.
• Excellent verbal and written communication skills with the ability to effectively engage with tenants, vendors, contractors, and internal stakeholders.
• Strong interpersonal skills with the ability to build and maintain collaborative relationships across departments.
• Highly organized and detail-oriented, with the ability to manage multiple priorities, deadlines, and operational workflows.
• Demonstrated ability to hold vendors accountable to service-level expectations and follow through on issue resolutions.
• Familiarity with property budgeting, financial reporting, invoice processing, and accounts receivable procedures.
• Strong analytical and problem-solving skills with a proactive, solution-oriented mindset.
• Comfortable working independently while also contributing to a team-oriented environment.
• Adaptable and composed under pressure, with a strong sense of ownership from task initiation to completion.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Proficient in Microsoft Office Suite, particularly Excel; experience with Yardi and AvidXchange preferred.

Education and Experience:

• Bachelor’s degree is preferred, or equivalent combination of education and relevant work experience.
• Minimum of 2 years of experience in commercial property management, ideally supporting Class A office properties.
• Experience with mixed-use or retail components is a plus.
• Experience with lease administration, budgeting processes, and vendor management.
• Willingness to pursue RPA (Real Property Administrator) or CPM (Certified Property Manager) designation.
• Active or future involvement with IREM, BOMA, or similar professional industry organizations encouraged.

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

#URBAN