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Property Administrator
The Rmr Group
Manages admin, finance, tenant, and vendor tasks for a property management office.
8d ago
Expert & Leadership (13+ years), Junior (1-3 years)
Full Time
Greater Orlando
Onsite
Company Size
1,500 Employees
Service Specialisms
Property Management
Asset Management
Real Estate Investment
Property Development
Leasing
Property Operations
Investment Management
Construction Management
Sector Specialisms
Office Buildings
Industrial Properties
Retail Properties
Healthcare Properties
Hospitality Properties
Residential Properties
Role
What you would be doing
tenant billing
invoice processing
utility metering
accounts receivable
vendor contracts
key management
- Keep work areas clean and organized.
- Answer general calls by third ring.
- Compose and create correspondence and memos.
- Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets.
- Sign for deliveries and distribute appropriately.
- Prepare new tenant package including all forms, building information, etc.
- Prepare and review tenant statements and manual invoices prior to mailing.
- Open property management office (by or before 8 am) and close office (at 5 pm or later), turn equipment on/off, lock/unlock all doors.
- Responsible for all aspects of the office furniture and equipment.
- Keep all notices, lists, etc. in office current.
- Process tenant requests via phone, email or Building Engines. Follow up on work orders for maintenance staff.
- Maintain postage meter and replenish as needed.
- Assist PM with preparation of annual budget as directed.
- Maintain key log and key box.
- Review and assist with preparation of annual tenant escalation reconciliations, tenant escalation letters, and assist with tenant questions and follow-up.
- Maintain all tenant and vendor files.
- Print or order new signage requested by Tenants or needed for new tenants to the building.
- Keep waiting area, kitchen and conference room clean throughout the day.
- Assist PM with preparation of annual operating expense and tax escrows/reconciliations.
- Track monthly utility meter readings for back-charged utilities to specific tenants, bill accordingly.
- Set up new and maintain existing tenant lease files.
- Prepare tenant bill-backs on a monthly basis (including utility billings, work orders, labor charges, and after-hours HVAC charges).
- Update tenant contact information in Building Engines.
- Manage field-level accounts receivable by accurate application of cash deposits, coordinating collection issues with property management personnel, and resolving misapplications.
- Send/distribute correspondence appropriately.
- Prepare vendor service contracts, construction contracts and service orders.
- Issue all new building tenant keys and access cards as per request by tenant and PM. Update Security Access Card list and bill tenants accordingly.
- Open, sort and distribute mail appropriately.
- Ensure that expenses are paid in month budgeted.
- Maintain updated monthly Janitorial S.F. Report and distribute to PM and janitorial company.
- Review preliminary recurring charges, rent roll information and roll forward from prior month’s rent roll to current month’s rent roll. Test system for accuracy by reconciling with leasing startups and rent changes.
- Greet all visitors in a friendly manner.
- Maintain updated monthly Tenant Parking Schedule and distribute to PM and parking operator.
- Maintain current certificate of insurance log for all tenants and vendors. Track expiration dates and make sure that new certificates of insurance are issued on time.
- Code invoices for portfolio.
- Process invoices and accounts payable.
- Contribute to the maintenance of positive tenant relations by professionally assisting with tenant questions relating to accounts receivable.
What you bring
ms word
ms excel
yardi
argus
bachelor's
1-2 years
- Must have intermediate to advanced MS Word and Excel proficiencies.
- Decision Making Skill – Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
- Ability to work in a fast-paced, collaborative and results driven environment.
- Excellent client service orientation.
- Exceptional verbal, written and organizational skills.
- Bachelor’s degree. Preferred course of study Business Administration, Real Estate or Accounting.
- Ability to keep information strictly confidential.
- If, at any time, security clearance is required for your job (e.g. you are assigned to work at a property leased by the Federal government), being awarded such clearance will be a condition of your employment.
- An assessment will be administered for computer and communication skills.
- Excellent attendance is a requirement of the position.
- Ability to communicate effectively and professionally, both oral and written, with owners, tenants and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
- Organizational/Multi-Task Skills – Able to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate.
- Experience with financial issues and programs a plus. E xperience with Yardi, Building Engines, Argus are preferred.
- One to two years’ experience in the real estate industry.
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
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Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
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Company
Overview
30 Million+ sq ft
Total real estate managed
The company manages over 30 million square feet of commercial, office, retail, and residential properties across major metropolitan areas.
- Specializes in managing and investing in real estate properties.
- Primarily focuses on commercial assets including office buildings, retail spaces, and residential properties.
- Partners with institutional investors to deliver value through strategic acquisitions and management.
- Known for repositioning and revitalizing underperforming assets to maximize long-term returns.
- Has a strong reputation with deep industry expertise and long-standing relationships with tenants and investors.
- Achievements include successful large-scale, mixed-use developments in major metropolitan areas.
- Challenge our employees to bring their best thinking and ideas to the forefront every day.
- Provide an inclusive environment that encourages our people to excel in their work, collaborate and connect with each other, and forge strong connections with the communities in which we operate.
- Entrepreneurial environment rewards innovation and action.
- Employees are encouraged to take initiative and given the support to have an immediate, positive impact.
- Steadfast, measured growth ... fostering growth in our organization, our lines of business, and most importantly, each and every employee.
- Developing our employees' possibilities expands RMR's horizons.
- A tradition of community involvement ... supporting our communities is both good citizenship and good business.
100% reduction by 2050
Operational Emissions Target
Aims to achieve zero operational emissions by 2050, with an interim target of a 50% reduction by 2029 from the 2019 baseline.
28.3% reduction in 2022
Energy Efficiency Achievement
In 2022, the company achieved significant reductions in energy use, GHG emissions, water consumption, and waste diversion compared to the 2019 baseline.
50% waste diversion
Waste Management Goal
Achieved a 50% diversion of generated waste from landfills, meeting the target ahead of schedule in 2024.
$9.8M energy savings
Energy Monitoring Impact
Accumulated $9.8 million in energy savings through real-time energy monitoring as of 2022.
- Committed to monitor 90% of managed energy spend via real-time monitoring within five years
- On-site solar energy program launched in collaboration with tenants
- 245 properties with ENERGY STAR®, LEED or BOMA 360 certifications as of 2023
- Partnerships with industry groups introducing women and minority college/MBA students to real estate careers
- Targeted development programs for women and minority professionals
- Employee learning forums on diversity, unconscious bias and inclusive culture
- RMR Leans In: dialogue forums on women’s workplace issues, mentoring/sponsorship
- Accelerated Women in Leadership Program: training on unconscious bias, work‑life integration, negotiation skills
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