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If you’ve Googled “Property Administrator job description”, you’ve probably noticed the same thing over and over again: bland posts filled with bullet points, recycled buzzwords, and no real personality.
Here’s the problem: generic job descriptions don’t attract great candidates. They might bring in a lot of applicants, but most of them won’t be the right fit. Why? Because the best property administrators—the ones who are detail-oriented, reliable, and great at juggling tenant requests, paperwork, and vendors—are selective. They don’t get excited by copy-paste job ads.
A job post is more than a formality—it’s the first impression of your company. If your post looks like every other one online, top talent will scroll right past and apply elsewhere.
The good news? Writing a compelling job description isn’t about adding fluff or jargon. It’s about structure, tone, and showing candidates why this role (and your company) matters.
👉 If you want a deeper dive into why most job posts fail to convert and how to fix them, check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/
But in this article, we’re going to focus specifically on the Property Administrator role—what it actually involves, how to write a job description that stands out, and ready-to-use templates you can adapt for your company.
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What Does a Property Administrator Actually Do?
In simple terms, a Property Administrator is the behind-the-scenes coordinator who keeps property operations running smoothly. They’re the point of contact for tenants, vendors, and sometimes even property owners—making sure everything from lease paperwork to maintenance requests is handled on time and with care.
Think of them as the bridge between people and processes. A good property administrator is more than just someone who files documents—they’re detail-oriented problem-solvers who:
- Ensure tenant satisfaction by responding quickly and professionally to requests.
- Coordinate with contractors and vendors to make sure maintenance and repairs happen on schedule.
- Manage records, invoices, and compliance documents so nothing falls through the cracks.
- Support property managers or landlords in making sure buildings, offices, or residential complexes run efficiently.
Because they often interact with both tenants and internal teams, soft skills like communication, empathy, and organization are just as important as technical knowledge.
Bottom line: a property administrator is the person who ensures that the day-to-day operations of a property are not only functional but also pleasant for everyone involved.
Two Great Property Administrator Job Description Templates
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced candidates with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
✅ Option 1: Job Description for Experienced Property Administrator
Job Title: Property Administrator — Commercial & Residential Portfolio
Location: Nairobi, Kenya | Type: Full-Time | Salary: KSh 140,000–180,000/month (gross), based on experience
🎥 A quick hello from your manager (2-min Loom): (Insert link)
About HarborOak
HarborOak Property Group manages a mixed portfolio of 2,500+ residential units and 200,000 sq. ft. of commercial space across Westlands, Kilimani, Upper Hill, and Karen. We’re a tenant-first, operations-driven team that prides itself on fast response times, clean buildings, and transparent owner reporting. We use modern tools (AppFolio, Google Workspace, WhatsApp Business) to keep everything moving—without the chaos.
What You’ll Do
- Serve as first-line support for tenant inquiries (email/phone/portal) and close loops fast
- Prepare, update, and maintain lease files, addendums, renewals, and compliance docs
- Coordinate scheduled/urgent maintenance with vetted vendors; track SLAs to completion
- Oversee rent collection workflows; reconcile invoices and petty cash for site visits
- Support inspections, handovers, and move-in/move-out checklists with clear documentation
- Prepare weekly portfolio ops summaries for the Property Manager and owners
What We’re Looking For
- 2+ years in property administration or property management (residential or commercial)
- Strong written & verbal communication; calm under pressure with tenants/vendors
- Proficiency with a PMS (AppFolio/Buildium/Yardi) and solid spreadsheet skills
- Detail-obsessed, process-minded, and comfortable juggling multiple sites
- Nice-to-have: familiarity with NCA, OSHA, and local housing/tenancy norms
Perks & Benefits
- Comprehensive medical cover + NHIF, Group Life
- 24 days paid annual leave + public holidays
- Monthly transport allowance for inspections/site visits
- Quarterly learning stipend (certifications, workshops)
- Phone/airtime stipend for tenant/vendor coordination
Why This Role Is a Great Fit
- Ownership & impact: You’ll be the operational heartbeat of a visible portfolio
- Modern stack: AppFolio + simple, documented workflows—less admin thrash
- Career path: Clear runway to Assistant Property Manager in 12–18 months
- Supportive team: Quick decisions, no red tape, managers who actually coach
📥 How to Apply
We review every application and respond to all candidates. Apply via WorkScreen and complete a short skills evaluation so we can understand your strengths beyond a CV.
Apply here: (Insert WorkScreen link)
✅ Option 2: Job Description For Entry Level Property Administrator (Training Provided)
Job Title: Junior Property Administrator — Training Provided
Location: Nairobi, Kenya | Type: Full-Time | Salary: KSh 70,000–95,000/month (gross)
🎥 Meet your team (90-sec intro video): (Insert link)
About HarborOak
At HarborOak Property Group, we keep buildings humming and tenants happy. Our team manages a growing portfolio across Nairobi and is known for responsive service, neat records, and no-drama handovers. We hire for potential and attitude—if you’re organized, kind, and love solving problems, you’ll do great here. We’ll teach you our systems and set you up to grow.
What You’ll Do
- Respond to tenant messages, log tickets, and follow up to closure
- Help prepare leases, renewals, and update tenant/owner records in AppFolio
- Schedule maintenance and track vendor visits; confirm work done & file photos
- Support move-in/move-out inspections; keep checklists tidy and complete
- Assist with basic invoicing, receipts, and monthly reporting tasks
What We’re Looking For
- Diploma/degree preferred (any field); strong English + clear written comms
- Organized, reliable, and comfortable learning new software
- Customer-first mindset; you enjoy being helpful and precise
- No property management experience required—we’ll train you
Perks & Benefits
- Medical cover + NHIF
- 21 days paid annual leave
- Structured 90-day onboarding and mentor support
- Quarterly team field days + learning stipend
- Phone/airtime stipend for coordination
Why This Role Is a Great Fit
- Learn by doing: Real responsibilities from week one—with guidance
- Clear progression: Junior → Property Administrator → Assistant PM
- People-focused: Daily impact on tenant experience and building quality
- Supportive culture: Managers who invest in your growth, not just your output
📥 How to Apply
We respect your time and reply to every applicant. Apply via WorkScreen and complete the short evaluation so we can understand your potential and communication style.
Apply here: (Insert WorkScreen link)
Smart Hiring Starts Here
WorkScreen simplifies the hiring process, helping you quickly identify top talent while eliminating low-quality applications. By saving you countless hours and reducing the risk of bad hires, it empowers you to build a team that delivers results
Why These Property Administrator Job Descriptions Work
Most job ads fail because they’re written like a compliance document: vague responsibilities, generic wording, no sense of company culture, and zero selling points. The two HarborOak examples above stand out because they do the opposite: they connect, inspire, and respect candidates.
Here’s the breakdown:
1. Clear & Specific Titles
- Instead of a generic “Property Administrator,” the posts specify:
- “Property Administrator — Commercial & Residential Portfolio”
- “Junior Property Administrator — Training Provided”
- “Property Administrator — Commercial & Residential Portfolio”
- This signals to candidates who it’s for and what to expect. Clarity reduces irrelevant applications and attracts the right fit.
2. Personal Video Element
- Adding a short Loom or YouTube video from the manager/team makes the post human.
- Candidates get a sense of who they’ll work with, not just what they’ll do.
- In a crowded job board, this small element instantly sets you apart.
3. Authentic Company Overview
- Instead of a bland “we are a property management firm,” the posts highlight HarborOak’s portfolio size, reputation, and tools.
- This builds credibility while also painting a clear picture of daily operations. Candidates can imagine the scale and style of work.
4. Responsibilities With Purpose
- Tasks aren’t just listed—they’re framed as impact:
- “Serve as first-line support for tenant inquiries and close loops fast”
- “Support move-in/move-out inspections; keep checklists tidy and complete”
- This shows candidates how their work fits into the bigger mission.
5. Flexible & Transparent Requirements
- For the experienced role: requirements are firm but realistic (2+ years, software familiarity).
- For the junior role: the ad highlights potential over experience, making it accessible to motivated candidates.
- Transparency widens the pool without lowering the bar.
6. Separate Sections for Perks & Role Fit
- Instead of lumping everything into “Why You’ll Love Us,” the structure separates:
- Perks & Benefits (tangible, practical incentives: leave, healthcare, stipends).
- Why This Role Is a Great Fit (emotional pitch: ownership, growth, impact, culture).
- This balance appeals to both logical and emotional decision-making.
7. Respectful Hiring Process
- Each ad promises: “We reply to every applicant.”
- Applications go through WorkScreen, signaling fairness (skills matter, not just résumés).
- This respect for candidates is rare—and top talent notices.
8. Human Tone & Voice
- The language avoids corporate jargon (“we keep buildings humming,” “no-drama handovers”).
- It sounds like people speaking to people, not HR legalese.
- That tone alone makes the ad more inviting and approachable.
✨ Bottom line: These job posts work because they are clear, human, transparent, and intentional. They don’t just advertise a vacancy—they sell the opportunity.
Example of a Bad Property Administrator Job Description (And Why It Fails)
Job Title: Property Administrator
Company: Greenfield Holdings
Location: Nairobi, Kenya | Type: Full-Time
Salary: Not Disclosed
Job Summary
We are seeking to hire a property administrator to oversee the day-to-day administrative functions of our properties.
Responsibilities
- Manage tenant records
- Handle rent collection
- Coordinate maintenance requests
- Maintain property files
Requirements
- Bachelor’s degree in Business or related field
- 3–5 years’ experience in property administration
- Strong organizational skills
- Ability to multitask
How to Apply
Interested candidates should send their CV and cover letter to hr@greenfieldholdings.com by June 30, 2025. Only shortlisted candidates will be contacted.
❌ Why This Job Post Falls Short
- Generic Job Title
- Just says “Property Administrator.” It doesn’t specify if the role covers commercial, residential, or mixed-use properties. That makes it forgettable.
- Just says “Property Administrator.” It doesn’t specify if the role covers commercial, residential, or mixed-use properties. That makes it forgettable.
- Cold, Minimal Introduction
- The summary is vague and transactional: “oversee day-to-day administrative functions.” No mention of company culture, mission, or why the role exists.
- The summary is vague and transactional: “oversee day-to-day administrative functions.” No mention of company culture, mission, or why the role exists.
- No Salary or Benefits
- Omitting compensation details creates distrust. Candidates often skip jobs that don’t mention pay.
- Omitting compensation details creates distrust. Candidates often skip jobs that don’t mention pay.
- Responsibilities Are Too Broad
- “Manage tenant records” and “coordinate maintenance” are so generic they could apply to any job in the industry. Nothing shows impact or makes the work meaningful.
- “Manage tenant records” and “coordinate maintenance” are so generic they could apply to any job in the industry. Nothing shows impact or makes the work meaningful.
- Rigid Requirements
- Demanding 3–5 years of experience without flexibility excludes motivated entry-level candidates who could grow into the role.
- Demanding 3–5 years of experience without flexibility excludes motivated entry-level candidates who could grow into the role.
- Dismissive Hiring Process
- “Only shortlisted candidates will be contacted” feels impersonal and outdated. Candidates want respect and clarity, not silence.
- “Only shortlisted candidates will be contacted” feels impersonal and outdated. Candidates want respect and clarity, not silence.
- No Human Touch
- No video, no culture description, no perks, no values. The ad feels like it was written for a filing cabinet, not people.
- No video, no culture description, no perks, no values. The ad feels like it was written for a filing cabinet, not people.
👉 Takeaway: A job post like this may attract some applicants, but it won’t attract top talent. It’s too cold, too vague, and too transactional.
Bonus Tips to Make Your Property Administrator Job Post Stand Out
Even with a solid structure, there are a few extra touches that can take your job post from good to unforgettable. Here are some advanced strategies you can add:
1. Add a Security & Privacy Notice
Show candidates you take their safety seriously. For example:
“We take the security and privacy of all applicants very seriously. We will never ask for payment, bank details, or personal financial information during any part of the hiring process.”
This builds instant trust—especially in industries where job scams are common.
2. Mention Leave & Flexibility
Work-life balance is a huge factor in candidate decisions. Even a small mention makes your role more appealing:
“Enjoy up to 24 flex days off per year, so you can recharge and return refreshed.”
3. Highlight Training & Growth Opportunities
Candidates want to know you’ll invest in them. For example:
“We offer mentorship and training programs designed to help you develop your skills and grow into senior roles.”
4. Add a Video From the Hiring Manager or Team
A short Loom or YouTube video can bring your post to life. It helps candidates put faces to names and makes your company feel approachable and human.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Show Off Real Employee Voices
Instead of saying “we have a great culture,” show it with proof:
- Add a quote from a current property admin about their experience.
- Link to real Glassdoor reviews or employee testimonial videos.
👉 These extras aren’t fluff—they’re trust signals. They show candidates that you’re transparent, thoughtful, and invested in creating a positive experience.
Should You Use AI to Write Property Administrator Job Descriptions?
With tools like ChatGPT, Workable, and Manatal offering “one-click job post generation,” it’s tempting to let AI write the entire ad for you. But here’s the truth: using AI blindly almost always gives you the exact type of generic, lifeless posts you’re trying to avoid.
❌ Why You Shouldn’t Rely on AI Alone
- Generic Output: AI without context spits out buzzwords and recycled content. “Manages records, coordinates maintenance” — sound familiar? That’s what candidates scroll past.
- Wrong Candidates: Bland posts attract high volume but low quality. You’ll get flooded with applicants, but most won’t be the right fit.
- Weak Employer Brand: A job description is often a candidate’s first impression of your company. If it feels like it was auto-generated in seconds, it reflects poorly on your culture.
✅ The Smart Way to Use AI
AI is powerful — if you give it the right inputs. Think of it as a polishing tool, not a replacement for your insight. Here’s how to do it well:
- Bring the raw ingredients:
- What your company actually does
- What the role entails
- Your company values and tone of voice
- The type of person you want to attract
- Perks, benefits, and salary range
- What your company actually does
- Prompt with structure:
Instead of:
“Write a job description for a Property Administrator”
Try:
“Help me write a job post for HarborOak Property Group. We’re hiring a Property Administrator to support 2,500 residential units and 200,000 sq. ft. of commercial property. The role involves tenant support, maintenance coordination, and rent collection. Our culture is tenant-first, collaborative, and detail-oriented. We’re looking for someone organized, empathetic, and tech-savvy. Benefits include medical cover, 24 days leave, and a learning stipend. Here are a few notes I’ve written to get you started: [paste your notes]. Please make the tone human and conversational.” - Use AI to refine, not replace:
Once AI gives you a draft, tweak it. Add personality, insert a manager video link, and highlight real culture details.
👉 Bottom line: AI won’t give you a great job description unless you give it great input. Use it to sharpen your writing, not to shortcut the process.
Don’t let bad hires slow you down.
WorkScreen helps you find the right people—fast, easy, and stress-free.
Copy-Paste Property Administrator Job Description Templates
We get it—sometimes you just need something fast. Maybe you’ve already read through this guide and understand what makes a great job post, but you still want a solid starting point you can copy, paste, and customize in minutes.
That’s what this section is for.
✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual company.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
✅ Option 1: Conversational, Culture-First Style
Job Title: Property Administrator — Keep Properties Running Smoothly at [Company Name]
💼 Location: Remote (HQ: [City, State])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [${X},000 – ${Y},000]/year
🎥 Quick hello from your hiring manager (2-min video): [Insert Loom/YouTube link]
About [Company Name]
[Company Name] manages a mixed portfolio of residential and commercial properties. We’re tenant-first, organized, and tech-enabled. Our goal is simple: keep buildings humming, records clean, and people happy.
What You’ll Do
- Be the first point of contact for tenant requests (email/phone/portal) and close loops fast
- Prepare and maintain leases, renewals, addenda, and compliance docs
- Coordinate scheduled/urgent maintenance with vendors; track to completion
- Support rent workflows, basic invoicing, and monthly reporting
- Assist with inspections, move-ins/move-outs, and tidy documentation
What We’re Looking For
- 2+ years in property administration/management (residential or commercial)
- Clear written/verbal communication; calm with tenants and vendors
- Comfortable with a PMS (e.g., AppFolio/Buildium/Yardi) + spreadsheets
- Detail-obsessed, process-minded, and reliable
Perks & Benefits
- [Medical insurance details]
- [Paid time off / number of days]
- [Learning/education stipend]
- [Phone/airtime/transport allowance if applicable]
- [Any wellness, remote, or equipment benefits]
Why This Role Is a Great Fit
- Ownership & impact: You’re the operational heartbeat of the portfolio
- Modern stack: Clear workflows and tools; less admin thrash
- Growth path: Clear runway to senior admin/assistant property manager roles
- Supportive team: Managers who coach, not micromanage
📥 How to Apply
We reply to every applicant. Apply via WorkScreen and complete a short skills evaluation so we can see your strengths beyond a résumé.
👉 [Insert WorkScreen link]
✅ Option 2: Structured (Job Brief + Responsibilities + Requirements)
Job Title: Property Administrator — Entry Level (Training Provided) at [Company Name]
💼 Location: Remote (HQ: [City, State])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [${X},000 – ${Y},000]/year
Job Brief
[Company Name] is hiring a Property Administrator to support day-to-day operations across our portfolio. This is an entry-level role with full training. If you’re organized, friendly, and eager to learn, you’ll thrive here.
Responsibilities
- Handle tenant communications and log requests to closure
- Prepare leases/renewals and update tenant/owner records
- Schedule maintenance and coordinate vendors; file photos/receipts
- Assist with rent workflows, invoicing, and weekly reports
- Support inspections and move-in/move-out checklists
Requirements
- Diploma/degree [field optional]
- Strong organization and communication skills
- Comfortable learning property management software
- Customer-first mindset; no prior experience required — training provided
Perks & Benefits
- [Medical insurance details]
- [Paid time off / number of days]
- [Mentorship/onboarding program]
- [Learning stipend / team activities]
📥 How to Apply
Please apply via WorkScreen and complete the short evaluation. It helps us understand your potential and communication style.
👉 [Insert WorkScreen link]
Take Your Hiring Beyond the Job Post with WorkScreen.io
Writing a strong job post is only half the battle. Once applications start rolling in, you need a way to separate serious, qualified candidates from the wave of low-effort or AI-generated submissions. That’s where WorkScreen.io comes in.
Here’s how WorkScreen makes the next phase of hiring easier:
✅ Quickly Identify Top Talent
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
✅ Run One-Click Skill Tests
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
✅ Eliminate Low-Effort & AI-Generated Applications
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
✅ Hire Smarter, Faster, Fairer
WorkScreen ensures every applicant gets a fair chance to showcase their skills, while giving you a streamlined dashboard to review, score, and compare candidates side by side. The result? Better hires in less time.
👉 Once your Property Administrator job post is live
let WorkScreen handle the rest.
and start hiring smarter.
Frequently Asked Questions - Property Administrator Job Description
The best property administrators combine hard skills and soft skills. Hard skills include record-keeping, lease administration, financial tracking, and familiarity with property management software. Soft skills include communication, empathy, multitasking, problem-solving, and attention to detail. A great property administrator is not just organized—they’re also approachable, tenant-friendly, and solutions-driven.
Salary ranges vary depending on location, portfolio size, and experience. On average, Property Administrators earn between $40,000–$55,000 per year in the U.S., while entry-level roles may start lower and experienced administrators managing large portfolios may earn upwards of $60,000+. Some employers also include benefits such as health coverage, leave days, or learning stipends.
A Property Administrator handles the day-to-day administration—leases, invoices, tenant queries, and vendor coordination. A Property Manager usually has more authority, overseeing strategy, budgets, owner relations, and team leadership. Administrators are often the stepping stone role into management.
While a degree in business, real estate, or management is often preferred, it’s not always required. Many companies hire administrators with strong organizational and communication skills and then train them on property-specific systems. Certifications in property management or real estate can be an advantage but aren’t always essential.
