Portfolio Administrator - Commercial Real Estate

We are a Seattle based hotel and property management company seeking a highly organized and proactive Portfolio Administrator to support the ownership group and Construction Accounting Manager with the administration, operations and financial management of our real estate portfolio. This person will act as the main point of contact for tenants, coordinate maintenance and vendor services, manage rent billing and collections, and support the accounting functions related to the real estate portfolio.

This role requires someone who is detail-oriented, self-directed, and comfortable managing both operational tasks and financial records.

Benefits:

• Medical, dental, and vision offered after qualification period. Employer pays 99% of medical premiums for employee and family.
• Employee discounts at hotels worldwide
• 401k with match offered after qualification period
• Commuter benefits offered
• Seattle Paid Safe Sick Leave
• Vacation time accrued based on hours worked
• 10 paid holidays each year
• Free parking

Key Responsibilities:

Property Operations

• Serve as the primary point of contact for commercial tenants, responding to requests and coordinating solutions.
• Coordinate property maintenance needs from initial request through completion.
• Hire, schedule, and oversee outside vendors and contractors for repairs and maintenance.
• Obtain quotes, negotiate pricing, and ensure work is completed to expected standards.
• Perform occasional light facility tasks when appropriate (such as replacing smoke detector batteries, changing locks, or coordinating minor repairs).
• Conduct periodic property visits to ensure facilities are properly maintained.

Tenant & Lease Administration

• Manage rent billing, collections, and delinquency tracking.
• Maintain organized records for leases, amendments, insurance certificates, permits, and vendor agreements.
• Track critical lease dates including renewals, expirations, and notice periods.
• Assist with lease documentation and tenant correspondence.

Accounting Support

• Process accounts payable related to the properties and ensure invoices are properly approved and paid.
• Maintain accurate financial records for property-related transactions.
• Assist with reconciliations and financial reporting related to the real estate portfolio.
• Work closely with the Construction Accounting Manager to support property-level accounting activities.

Growth Opportunity

This role is designed to evolve into a Portfolio Manager position by the end of 2027 as our company expands with the addition of two new apartment buildings. The successful candidate will grow into responsibility for overseeing the full real estate portfolio including operations, tenant relations, vendor management, and financial performance.

Qualifications

• 3+ years of experience in property administration, property management, or real estate operations
• Experience with accounts payable, receivable, or property accounting
• Strong organizational and time-management skills
• Ability to work independently and manage multiple priorities
• Excellent written and verbal communication skills
• Experience coordinating vendors, contractors, or maintenance services
• Familiarity with commercial real estate terminology and lease documentation
• Strong Microsoft Excel and general software proficiency
• Valid driver's license and reliable transportation for occasional property visits

BMI Hospitality Management seeks to employ qualified, fiscally responsible individuals in sensitive positions within the company. Therefore, all candidates selected for a position in our Accounting Department, that regularly engage in the handling of credit cards, cash or other company funds must undergo a credit and background check. Any job offer for a position in our Accounting Department is contingent upon the completion of a satisfactory background and credit check. For full details of what information will be reviewed and what may be considered disqualifying please ask your interviewer.