The Property Administrator's main objective is to provide comprehensive leasing, clerical, and administrative support to Feldman Ruel's Property Management team and to ensure the efficient daily operations of the properties.

A growing focus of this role is leasing: the Property Admin ensures the efficiency, efficacy, and compliance of all internal and external marketing, prospecting, screening, and conversion practices and materials related to property leasing. This role is crucial in maintaining accurate records, keeping property marketing current, converting prospects into residents, and supporting the Property Manager in delivering quality care to both tenants and clients.

The Property

Admin reports directly to the assigned Property Manager (in some cases, more than one Property Manager). The position requires a high level of organizational skill and the ability to handle various leasing and administrative tasks remotely while seamlessly integrating with the on-site team; this role has no direct reports.

Essential Duties and Responsibilities

Leasing, Marketing, and Prospect Conversion

- Ensure compliance with fair housing requirements in all marketing, prospecting, screening, and leasing activities
- Create, maintain, and regularly audit online listings and marketing materials so they are accurate, current, and complete (pricing, availability, photos, descriptions, and amenities)
- Respond promptly to all prospect inquiries (phone, email, online, and walk-in) and follow up consistently until each lead is converted or closed
- Schedule property tours and coordinate with the on-site team; follow up with every prospect after the tour
- Screen applicants and process applications (credit, background, income, and rental history) consistently and in line with company screening criteria
- Prepare lease documents and voucher packets, and coordinate move-in paperwork with the Property Manager
- Track leads, tours, applications, and move-ins by source to measure conversion, and report results and trends to the Property Manager
- Recommend improvements to marketing, prospecting, and screening practices to increase occupancy and conversion





Administrative and Clerical Support

- Provide day-to-day clerical and administrative support to the assigned Property Manager
- Maintain organized, accurate, and up-to-date property records and files
- Draft, format, and distribute notices, correspondence, and reports on behalf of the Property Manager
- Manage calendars, scheduling, and follow-ups to support the Property Manager's workload

Tenant and Client Communication

- Serve as a responsive point of contact for tenant, prospect, and client inquiries, routing or resolving as appropriate
- Support timely, accurate communication between the property and its tenants and clients
- Help ensure a positive tenant and client experience through professional, courteous interactions

Documentation and Recordkeeping

- Maintain accurate documentation of leases, applications, notices, work orders, and delinquency notes
- Ensure records are complete, organized, and easily accessible for audits, inspections, or transitions
- Track and file required compliance, screening, and property documentation

Cross-Functional Coordination

- Collaborate with the Regional Property Manager, engineers, and maintenance technicians to support seamless daily operations
- Coordinate administrative aspects of work orders, maintenance requests, and unit readiness with the on-site team
- Support direct communication with clients as needed

Continuity and Process Improvement

- Support continuity of operations during Property Manager or team transitions by maintaining clear, organized records and documentation
- Identify and share best practices and lessons learned with other properties and Property Admins
- Support process improvements that increase responsiveness and efficiency for the property

Reporting Relationship and Flexibility





- Take direction primarily from the assigned Property Manager(s), and from the Administrative Manager when instructed
- Balance competing leasing and administrative priorities across properties in coordination with the Property Manager(s)

Key Performance Indicators (KPIs)

Primary Focus

- Occupancy at or above industry standard
- Accurate, current, and complete property marketing
- Prospect conversion rate (lead-to-tour, tour-to-application, and application-to-lease)

Shared with Property Manager

- Performance against the assigned Property Manager's KPIs
- Continuity maintained during Property Manager or team transitions
- Increased response rate and response time for the property and Property Manager
- Application of best practices and lessons learned from other properties
- Accuracy of records, notices, reports, and documentation (leases, notices, work orders, delinquency notes)

Required Knowledge, Skills and Abilities

- Strong organizational skills and attention to detail
- Ability to manage multiple leasing and administrative tasks and priorities simultaneously
- Strong verbal and written communication skills, with a service-oriented, sales-minded approach to prospects
- Working knowledge of fair housing requirements
- Comfortable working remotely while integrating closely with an on-site team
- Takes initiative and works independently when needed
- High level of professionalism and discretion with sensitive tenant, applicant, and client information
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
- Familiarity with property management software, online listing platforms, and work order systems
- Collaborative, mission-driven, team-oriented mindset

Work Environment

- Fully remote position; reliable high-speed internet and a dedicated workspace required
- Primary work involves extended computer and phone use
- Must be available during the property's core business hours to support the Property Manager and on-site team
- Minimal to no in-person or on-site work required

Job Type: Full-time Pay: $19,000.00 - $22,000.00 per month

Work Location: Remote

📌 Property Administrator (Ciudad de México)
🏢 Feldman Ruel
📍 Ciudad de México