Property Administrator

Overview

Assist property manager with admin, finance, tenant, and vendor tasks.

Key Responsibilities

• tenant billing
• utility tracking
• key management
• vendor contracts
• invoice processing
• insurance log

Tasks

-Responsible for all aspects of the office furniture and equipment. -Process tenant requests via phone, email orPrism. Follow up on work orders for maintenance staff. -Track monthly utility meter readings for back-charged utilities to specific tenants, bill accordingly. -Prepare tenant bill-backs on a monthly basis (including utility billings, work orders, labor charges, and after-hours HVAC charges). -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. -Maintain updated monthly Janitorial S.F. Report and distribute to PM and janitorial company. -Set up new and maintain existing tenant lease files. -Track service call expenses and obtain invoices -Assist PM with preparation of annual budget as directed. -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. -Coordinate periodic tenant events and food truck rotations -Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets. -Prepare vendor service contracts, construction contracts and service orders. -Prepare new tenant package including all forms, building information, etc. -Issue purchase orders -Answer general calls by third ring. -Keep work areas clean and organized. -Open, sort and distribute mail appropriately. -Process invoices, including new vendor setup, obtaining lien waivers and accounts payable. -Review and assist with preparation of annual tenant escalation reconciliations, tenant escalation letters, and assist with tenant questions and follow-up. -Send/distribute correspondence appropriately. -Greet all visitors in a friendly manner. -Compose and create correspondence and memos. -Maintain all tenant and vendor files. -Ensure that recurring contracts are paid monthly and expenses are paid in month budgeted. -Update tenant contact information inPrism. -Contribute to the maintenance of positive tenant relations by professionally assisting with tenant questions relating to accounts receivable. -Assist PM with preparation of annual operating expense and tax escrows/reconciliations. -Set up capital jobs -Keep waiting area, kitchen and conference room clean throughout the day. -Print or order new signage requested by Tenants or needed for new tenants to the building. -Support multiple managers and regions -Review and approve invoices for portfolio.

Requirements

• ms word
• excel
• yardi
• building engines
• argus
• bachelor's

What You Bring

-Ability to keep information strictly confidential. -Exceptional verbal, written and organizational skills. -Excellent client service orientation. -An assessment will be administered for computer and communication skills. -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. -Excellent attendance is a requirement of the position. -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. -Must have intermediate to advanced MS Word and Excel proficiencies. -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. -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. -Experience with financial issues and programs a plus. Experience with Yardi, Building Engines, Argus are preferred. -Bachelor’s degree required. Preferred course of study Business Administration, Real Estate or Accounting. -One to two years’ experience in the real estate industry. -Ability to work in a fast-paced, collaborative and results driven environment.

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Benefits

-Health Savings Account (HSA) & Flexible Spending Plans (FSA) -Wide Array of Voluntary, Employee-Paid Benefits to choose from including Critical Illness & Accident Insurance, Identity Theft Protection & Pet Insurance -Vision Insurance -Dental Insurance -401(k) Plan with Employer Match -Parental Leave -Matching Gift Program -Tuition Assistance -Life & Disability Insurance -Holidays, Vacation & Sick Time -Health Insurance

About The Rmr Group

-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.

Sector Specialisms