Position Overview:
The Property Administrator will provide first-class on-site property management services and assist the Property Manager with day-to-day responsibilities including accounts payable, work order scheduling & tracking, office administration, customer service and enhancing tenant relations.
Essential Duties & Responsibilities:
- Interact with tenants and other departments to determine and resolve any tenant needs.
- Prepare & Distribute Lease Administration Forms for Lease Commencements, Lease Expirations and Move-in/Move-out Forms.
- Coordinate services to the building and ensure quality of services which may include Janitorial, DayPorter, Security and/or Landscaping.
- Maintain Tenant and Vendor Files – both local hard copy files and digital filing on SharePoint and/or other networked folders.
- Answer telephone and screen calls for appropriate personnel; greet guests and notify personnel of incoming visitors; accept deliveries/packages; maintain conference room and order office supplies.
- Assist with special events coordination – broker events, tenant events, company events.
- Receive work order requests (by phone or in person) and enter into web-based work order system. Monitor work orders for completion.
- Maintain records for Purchase Orders, Service Contracts and Certificates of Insurance.
- Visit tenant contacts at their location for the purposes of customer service.
- Assist with Financial Reporting and Budgeting with the Property Manager & Accounting Department.
- Responsible for timely coding and processing of invoices utilizing Accounts Payable Workflow System.
- Assist with Aging Reports & Accounts Receivable collection efforts on a monthly basis.
- Prepare Statements and Ledgers for Tenants.
- Prepare Tenant Charge Documents.
- Order uniforms for engineers.
- Perform other duties as assigned.
Qualifications:
- One to two years of administrative and/or property management related experience.
- Minimum of high school diploma/GED Equivalent.
- Experience in a commercial real estate or hospitality related industry is also preferred.
- Must have a valid driver’s license with proof of insurance if driving is required for the position.
- Proficient in Microsoft Office (Outlook, Word and Excel). Experience with Yardi, Procure to Pay, SharePoint experience is preferred, but not a minimum requirement.
- Strong written and verbal communication skills
