Property Administrator

Overview

Manages property admin tasks, vendor contracts, tenant services, and budgeting.

Key Responsibilities

• lease administration
• insurance tracking
• vendor coordination
• invoice processing
• utility data
• work order management

Tasks

-Assists all visitors coming in the Management office -Assists with lease administration including lease summaries and rent increase correspondence -Tracks certificates of insurance for customers and assists in obtaining vendor insurance certificates. When necessary, prepares correspondence for any insurance issues -Assists with customer correspondence, including letters, memos, newsletters, notifications in Angus, etc. -Coordinates tenant events, furnishing contracts as needed -Communicates with building teams throughout the day or as needed as issues arise -Assists with the coordination of move-in/move-out -Customer Focus – Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences -Verify vendor is active in HQ; if not, complete new vendor set up, including vendor activation in HQ and providing appropriate billing information -Facilitate misc. tenant offerings -Codes invoices for payment, obtains PM / SPM’s approval -Maintains property files including customer and vendor files -Monitor customer accounts receivables and complete all necessary forms, notices, and communication as directed by PM / SPM -Assist in scheduling building training/conference facilities -Maintains access card database including collection applicable forms and adding to system -Work with PM /SPM to implement Together We Connect Customer Events -Monitor and track contracts to completion -Maintains management office, orders supplies, stocks breakroom, and coordinates repairs of office equipment -Determine what contract is needed and draft as needed. Check with PM / SPM for accuracy -Active member of the CCC Squad (Customer Community Creator) and assists in coordinating building functions in conjunction with property team. Assists property team with other customer-related functions -Conducts walkthroughs/property inspections with vendors and building engineers, as requested by PM / SPM, to compile a list of maintenance items. Coordinates vendor maintenance issues. Follows up on the status of vendor jobs -Maintain all customer contact lists and building directories -Completes data entry for utility tracking and other benchmarking tools -Schedules conference room reservations -Upload to HQ -Answers, screens and directs incoming calls as needed. Assists property and engineering teams with customer and vendor services -Continuously monitor expiring service contracts. Work with PM / SPM to conduct bidding process. -Monitor fitness center for necessary maintenance items, coordinate any cleaning and supply orders -Market events to tenants via memo blasts, lobby posters, lobby directory -Coordinates estimates resulting from customer work order requests through Angus proposal function -Update monthly janitorial cleaning inventories -Prepares all customer billings including verification of sub-meter charges, access cards and misc. work orders. -Opening and distributing incoming mail and interoffice mail -Sends weekly Mailchimp newsletter emails to customers and maintains the database -Reviews Angus work order system throughout the day to ensure prompt response times; enters requests from customer and others into Angus as needed -Assists Property Manager (PM) / Senior Property Manager (SPM) with property budget, reforecast, pre-bill, and reconciliation processes including obtaining bids and related pricing

Requirements

• customer service
• high school
• property management
• microsoft office
• jd edwards
• adaptability

What You Bring

-Excellent customer service skills -High school diploma or general education degree (GED) required -Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards. -Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you. -Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations. -2-4 years of property management experience or strong administrative experience -Ability to consistently, frequently and effectively communicate, coordinate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media. -Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions. -Ability to lift and/or move up to 25 pounds. -Situational Adaptability – Operating effectively, even when things are not certain or the way forward is clear; Adapting approach and demeanor in real time to match the shifting demands of different situations -Proficient in Microsoft Office, Outlook and JD Edwards -Ability to consistently attend work and to be punctual at the office. -Ability to consistently apply education, experience and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality. -Technical Acumen – Understanding the purpose and basic processes of their assigned functional area -Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.

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About Granite Properties

-Set out to redefine office environments. -Deploy nimble capital strategies, utilizing multi‑billion‑dollar equity and debt to acquire or develop premium properties. -Typical projects mix office with lifestyle‑focused amenities: branded fitness (MOVE), lounges (THE LOUNGE), cafes (EATS) and outdoor hubs (THE YARD). -Adapt historic buildings, such as the LEED‑certified Factory Six03 warehouse in Dallas, blending heritage and modern design. -Market‑by‑market leaders deliver fast leasing, sharp local insight, and consistent tenant experiences. -Maintain an ownership‑mentality across accounting, construction, leasing and asset management.

Sector Specialisms