Property Administrator

Reporting to the Senior Property Manager, employee will ensure organizational excellence by providing administrative support to the Property Manager and maintaining positive customer relations. Employee will perform accounting, administrative, operations and tenant relations duties for a portfolio of commercial and real estate, including both office and industrial assets. As a Property Administrator, you will be involved in various aspects of managing a commercial building – from operations and financial activities to managing important relationships with our tenants and property owners. Work toward continual improvement of the overall organization.

Specific responsibilities include:

• Administrative

o Greet and screen visitors to the property management office. Respond to walk-in traffic in property management office
o Manage all file-keeping in accordance with record retention policy
o Review all vendor, tenant and retail COIs for compliance with building requirements and lease requirements. Monitor expiration dates and request updated COIs as necessary
o Maintain property team, tenant, vendor and contact listings
o Responsible for new tenant transition program
o Respond promptly to tenant concerns and requests
o Assist with maintaining building reports such as leasing activity, building square footage, stacking plans and floor plans
o Audit building security access cards and onsite/off-site parking garage access
o Maintain and update the property file system on work orders, general correspondence, tenants, retail, parking, access card system, etc.
o Enter lease renewals in MRI
o Manage all move-in/move-out paperwork processing for tenants
o Purchase and supervise the maintenance of all office and administrative supplies and equipment
o Assist with BOMA360 designation
o Accurately and timely complete other tasks/duties as assigned by the Property Manager

• Operations

o Assist tenants with inquiries and/or requests
o Monitor and update janitorial log book
o Maintain tenant/building signage
o Assist with performing building inspections; coordinate maintenance & improvement work
o Assist with effectively coordinating vendor relationships, e g. janitorial, landscaping, security, managing service levels to meet contract specifications.
• Financial
o Process all accounts payable, including invoice coding, entering invoices into payable application, proper review to ensure accuracy, mailing vendor checks and keeping accurate check registers saved on SharePoint
o Process all accounts receivable functions, including billing, rent collection, cash application and delinquency follow-up
o Ensure timely meter readings by engineers, including data tracking and tenant billing.
o Provide assistance in reviewing tenant leases for compliance with lease requirements.
o Monitor expiration dates and request updated tenant LOCs as necessary
o Obtain and maintain W-9 forms from all vendors
o Assist with expense accruals for monthly reports
o Assist with running aging reports
o Participate in the preparation of the annual budget and accurately and thoroughly complete assigned deliverables under the direction of the Property Manager.

• Tenant Relations

o Provide superior customer service and professional service to the tenants, clients, contractors, vendors, retail, etc.
o Support the Property Manager in the implementation and maintenance of a formal documented tenant relations plan to ensure tenant satisfaction as measured by formal and informal feedback and annual survey results
o Participate in planning/coordination of tenant events and meetings throughout the year
o Plan and execute quarterly tenant newsletter
o Maintain tenant handbook accuracy and distribute as needed
o Coordinate annual safety warden meeting and maintain emergency procedures

Qualifications:

• Candidates should possess the following qualifications:
• A high level of energy, drive, and initiative in the pursuit of job goals
• Strong organizational skills; ability to self-start and multi-task
• Employee will have a central role in customer care by bringing superior organizational skills, attention to detail and a positive attitude in everything you do
• Ability to effectively address and resolve time sensitive tenant and vendor issues
• Ability to identify and raise issues and proper solutions
• Advanced and effective oral and written communication skills
• Exercise sound judgment and creativity in problem solving
• Manage workload commitments effectively and handle deadlines under pressure
• Ability to work on one’s own and as part of a team
• Strong attention to detail
• Proficient in Microsoft Office; MRI/JDE/Yardi software experience a plus