Property Management Admin Intern

Job Summary

The Property Management Admin Intern plays a key administrative role in supporting the Brokerage and Operations Departments by organizing and maintaining vendor contract records, streamlining CRM data, and ensuring accuracy in all contract and vendor-related documentation. This intern will help gather and load vendor contracts into the CRM system, helping create an organized, centralized contract repository. This position is ideal for an organized and detail-oriented individual who enjoys working behind the scenes to support operational efficiency.

Essential Duties & Responsibilities

• Assist with the collection, review, and uploading of vendor contracts into the CRM.
• Reach out to vendors, property managers, and internal staff to locate existing service agreements and contract documentation.
• Audit existing CRM records and vendor files to ensure accuracy and completeness.
• Update vendor profiles and contract records within the CRM system with detailed and accurate data.
• Coordinate with the Property Management team to identify missing contracts and documentation.
• Organize digital files and folders related to vendor contracts and service agreements.
• Track contract expiration dates, renewal terms, and key service details.
• Generate regular status reports to track progress on contract collection and upload tasks.
• Support the sales team by maintaining accurate vendor data and assisting with administrative tasks as needed.
• Assist with drafting and sending follow-up emails to vendors and internal stakeholders to gather missing documentation.
• Participate in team meetings and contribute administrative updates related to contract tracking efforts.
• Other administrative duties as assigned.

Job Qualifications / Experience

Experience or strong interest in property management, commercial real estate, or office administration preferred.

Strong attention to detail and organizational skills.

Familiarity with CRM systems (e.g., HubSpot, Salesforce, Yardi, or similar) is a plus.

Excellent written and verbal communication skills.

Comfortable with email outreach and follow-up communication.

Proficient in Microsoft Office Suite, especially Excel and Outlook.

Ability to manage multiple tasks and prioritize effectively.

Self-motivated with a proactive approach to work.

Education

Junior or Senior level student pursuing a BS/BA in Real Estate, Business Administration, Marketing, or a related field; or equivalent combination of education and experience.

Language Skills

Ability to write professional correspondence and communicate effectively with internal teams and external vendors.

Ability to interpret vendor contracts and extract key data for entry into the CRM system.

Reasoning Ability

Ability to analyze information, identify gaps in data, and follow up appropriately to resolve issues.

Capable of organizing information logically and maintaining systematic digital records.

Work Environment

Hybrid or office-based work environment with moderate noise level.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

Primarily a desk-based role with frequent sitting.

Occasional walking, standing, or light lifting (up to 25 lbs) may be required.

No special vision requirements.