The Property Administrator is responsible for assisting the Property Management and Engineering Teams in the day-to-day operations of an assigned portfolio, with an emphasis on creating solid tenant relationships through proactive thinking, creative problem solving, and effective communication.
Support team efforts to achieve Owner and organizational goals, working to curate positive experiences for our building occupants. Make recommendations about how best to engage with tenants and encourage a sense of community within our portfolio.
Maintain meaningful tenant relationships through regular and timely contact, responding to their questions and concerns and helping to find creative solutions to issues.
Track and manage tenant work orders via an online system, following up with appropriate parties to ensure work has been completed.
Draft and distribute regular tenant memos to communicate maintenance projects, upcoming events, and other relevant community updates.
Serve as first point of contact for the main office phone line, helping to resolve issues and/or route calls to appropriate team member.
Assist in coordination of tenant and/or general building events, including tenant socials, marketing events, and holiday gatherings.
Open/close office Monday through Friday based on the established office hours of 8am-5pm, ensuring phones are transferred from/to after-hours answering service. Participate in and/or provide back-up for general office management duties (kitchen, supply room stocking, employee events).
Maintain tenant contact lists (on-site, billing, notice, emergency) and distribute to the Property Management and Engineering Teams on a quarterly basis.
Track Tenant and Vendor Certificates of Insurance (COIs) and ensure current COIs are uploaded into the on-line database. Proactively request COIs in advance of expiration and review for accuracy. Follow up with tenants and vendors if updates are required or current COIs have yet to be received.
Assist Property Managers with the move-in/ move-out process, taking the lead in collecting pertinent forms prior to move-in (contact lists, signage, key/key fob requests) and that relevant communication takes place to ensure the suite is ready for move-in (janitorial communication, security bulletin updates). Leading up to and post-move-out, similar arrangements should be made (signage changes, key collection, janitorial communication, and security deposit refund initiation).
Coordinate and participate in emergency preparedness initiatives, including annual tenant/staff training and fire drills.
Assist in vendor management, coordinating work and effectively communicating with both vendors and tenants to ensure impact of project is clear and disruption is minimal.
Draft service and project contracts for review by Property Manager.
Create/manage on-line (and physical, if applicable) files, including property operations, leasing, and capital.
Distribute daily security bulletin, if applicable.
Provide overall property operations support to the Property Management and Engineering teams, including but not limited to conference room scheduling/management, fitness center management, access/key fob management and general correspondence.
Receive and code invoices per established annual property budgets to meet weekly deadline. Track receipt/payment of utility invoices to avoid late fees.
Manage the monthly tenant billback process, ensuring tenants are invoiced for any items not covered per their Lease.
Analyze monthly accounts receivable and prepare late fee notices and delinquency letters.
Collaborate with Property Manager to review rental updates (rent-up) and issue rent bump notices, if applicable.
Assist in preparation of annual budgeted operating expense increase and reconciliation letters. Collate letters and relevant back-up detail.
Make recommendations to improve net operating income by increasing revenues and/or decreasing operating expenses.
SKILLS + ABILITIES
Ability to work independently and meet deadlines, demonstrating sound judgment at all times.
Knowledge of general office etiquette and administrative practices.
Ability to read, write, and speak English.
Effective business writing skills.
Physical ability to operate a telephone, computer, 10-key, type minimum of 40 wpm, sit for extended periods of time.
Excellent organizational/filing, communication, and computer skills.
2+ years of administrative experience.
Proficient in Microsoft Office, with emphasis on Word and Excel.
Associates degree in business management (preferred) or equivalent body of knowledge or experience.
Commercial Real Estate experience preferred.