Property Administrator, Operations

Our vision is that Pearl is the pioneering Plazamaker of North America through creating places and experiences to cultivate human connectedness. Every person who joins our organization is invited to join us in pursuing this vision and making Pearl the place to be.

As Pearl continues to grow and expand our offerings, Pearl is expecting growth in people living, working, and enjoying all that is available in the neighborhood. Our team will add services to our portfolio in pursuit of the continued innovation and the service level that is associated with Pearl. While recognizing this growth, we will continue to focus on sustainability by providing solutions that can transform San Antonio and the commercial real estate industry.

Summary

The Property Management Department plays a critical role in delivering the experiences that animate the places in the Pearl neighborhood. The individuals who join the Property Management team have the unique ability to reinforce the Pearl brand through the selection of partners to occupy our spaces and the effective operations of Pearl, both of which make Pearl unique.

The Property Administrator, Operations will provide administrative, financial, and vendor coordination support for the day-to-day operations of Pearl's POA and common area portfolio, including parking, janitorial, landscaping, and exterior areas. This role supports the Operations Property Manager in managing invoice coding, PO approvals, vendor documentation, and budget tracking, and provides administrative coordination to the Common Area Technicians, including work order logging and SLA tracking.

Essential Functions

Administrative & Vendor Support

• Process invoice coding and PO approvals for POA vendors within approved dollar thresholds.
• Maintain COI tracking, contract files, and preferred-vendor documentation for parking, janitorial, landscaping, and security vendors.
• Support scheduling and documentation of vendor inspections and scorecards for POA common area contracts; assist with preparation of RFP and contract-audit materials.

Facilities Coordination Support

• Provide administrative support to the Common Area Technicians, including logging work orders and tracking SLA compliance per established SOPs.
• Coordinate parking, janitorial, and landscaping vendor onboarding in conjunction with the Operations Project Manager's vendor consolidation efforts.

Financial & Reporting Support

• Support monthly variance reporting and budget tracking for POA common area costs.
• Assist with CAM recovery and reconciliation for POA-managed common areas.
• Track AR aging and support collections follow-up for POA billing.

Communication

• Serve as a point of contact for POA tenant and vendor inquiries, escalating to the Operations Property Manager as needed.
• Support tenant survey follow-up per established SOPs for POA-related items.

Skills and Competencies

• Problem solver
• Detail-oriented
• Service oriented
• Experience with vendor and contract administration
• Excellent verbal and written communication
• Ability to exercise independent judgment and work with limited supervision

Education and Experience

• Associate's or Bachelor's degree, or equivalent experience in a related field
• 2 (two) plus years of commercial real estate, property management, or administrative experience
• Working knowledge of Yardi or comparable property management software preferred
• Experience with vendor/contract administration, invoice coding, or AP/AR functions
• Excellent communication and interpersonal skills, including the ability to speak with all levels of associates, tenants, guests, and vendors

Strong organizational, time management, and prioritization skills

KPIs- (Key Performance Indicators)

The measurable outcomes tied to specific responsibilities outlined in the job description.

• Invoice processing time (days) — baseline set Q3 2026; target 20% reduction
• Coding accuracy rate — target 98%+
• AR collection rate / DSO — target 15% reduction by Q3 2027
• Work Order Response SLA compliance (per established SOPs) — target 100% across all priority tiers

Vendor COI/contract file completeness — audit-ready at all times