The Property Administrator will answer the main phone line and handle incoming guests. They will assist the operations and property management teams with a variety of administrative tasks to help oversee the management of the properties.
ESSENTIAL FUNCTIONS/TASKS:
- Prepare, assemble, and mail promotional information for brokers and prospective tenants.
- Maintain postage machine.
- Prepare and maintain welcome packets.
- Assist in preparation, email and mailing of CAM letters.
- Check and distribute mail weekly.
- Answer phones and directing calls as necessary.
- Handle NV energy and SW gas transfers upon tenant move in or move out.
- Review and track insurance requirements monthly for tenants, request updated insurance as needed.
- Track lease expirations to prepare for possible tenant move outs and turn over procedures.
- Coordinate tenant move-in with Property Manager as needed.
- Attend and participate in staff meeting, operations, and marketing meetings.
- Review security reports daily and notify Managers of any concerns that may need to be addressed.
- Field tenant complaints and refer to Property Manager or Maintenance Manager for resolution.
- Handle and coordinate the parking passes and ticket distribution during speedway events.
- Prepare Work Orders, as needed, and follow up with tenants and maintenance staff, confirm work order was closed.
- Prepare miscellaneous correspondence related to the marketing, leasing or management of the property, holdover letters, rent increase letters, 30-day notices, tenant move out letters, etc.
- Provide organizational and clerical support to the Assistant Property Manager and Property Manager.
- Prepare, organize, and maintain files for each property (lease documents, exhibits, space plans, photos, brochures, correspondence, insurance certificates, etc.).
- Prepare contract documents, i.e., MSC, Contractor Agreement, Notice to Proceed, etc.
- Set up of all new lease files and keep filing current, includes setting up files electronically for Portland.
- Prepare or run all reports related to leasing and property management as required by Assistant Property Manager and Property Manager.
- Regularly conduct property inspections including trash inspections.
- Check in and out any keys to vendors.
- Order and maintain office supplies – weekly.
- Assist Property Managers with tenant relations, i.e., handing out tenant gifts, move-outs; walk through, inspections, operating golf cart for property inspections to include moving it in and out of the warehouse, etc.
- Provide receptionist duties in a professional and courteous and timely manner.
- Prioritize daily tasks and complete tasks within required timeframes.
- Miscellaneous special projects which may be assigned from time to time.
- Specific duties will vary from time to time and responsibilities may be added or removed at any time.
Experience, training, skills required:
- A minimum of two to three years of experience in an administrative or customer service role. Experience in a property management office preferred.
- Experience in working with commercial properties with good understanding of basic property management preferred.
- Ability to read and interpret lease documents.
- Types 65+ words per minute, proficient Microsoft Word, and Excel.
- Yardi preferred.
- Excellent organizational skills.
- Must possess a positive attitude and enjoy working in a fast-paced environment.
- Excellent communication skills.
Education:
- High School Diploma or GED, bachelor’s degree preferred but not required.
LICENSE OR CERTIFICATE REQUIRED:
- Reliable means of transportation.
TRAVEL REQUIREMENTS:
- Limited travel to assigned properties may be required.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.
