Property Administrator

Description

• 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

• 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.

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

Training + Development

Interview process

Visa Sponsorship

Security clearance