Property Administrator

Description

• Assist Property Managers and Engineers with clerical responsibilities to include but not be limited to:
• Updating tenant contact lists, emergency lists and floor warden lists.
• Organize, update and maintain Tenant and Vendor Certificate of Insurance files to include but not be limited to:
• Creating various folders used by management including Tenant lease files, Construction folders, Incident folders, Vendor contract folders etc.
• Monthly reconciliation of team credit cards.
• Coordinating with tenant prior to move in by collecting information outlined in the move in forms.
• Responsible for the coordination and delivery of general tenant and employee communication, through the use of e-mail and Building Engines, communicating scheduled and unscheduled maintenance projects and / or emergencies.
• Monitor move in / out internal check list working with team members to assure all tasks on document are completed within one move of occupancy, communicating with PM if team is not meeting established time lines.
• Assure that a backup of copy machine supplies are available at all times.
• Organize, update and maintain specific portfolio files and systems per specific time lines to include but not be limited to:
• Update portfolio calendars to including team calendar, security pass down calendar, conference room calendar.
• Managing freight reservations, loading dock, and passdown calendars for all tenants and vendors.
• Responsible for the daily tenant maintenance requests, received through Building Engines, assuring requests are handled in a timely, professional manner.
• Conference room requests to include the coordination of room schedules on Building Engines and Google calendars, coordinating with day porters for specific room set ups and assuring tenants are invoiced for room use.
• Assisting the Property Management Team in the coordination, copying and mailing of periodic reports to include but not be limited to Financial Reports (monthly, quarterly and annual budgets) tenant escalation letters and other documents as requested.
• Update tenant contact lists, emergency lists and floor warden list in both portfolio format and in Building Engines as alterations are required, distributing monthly to Property Managers, Engineers and Emergency Manuals.
• Assure tenants are invoiced for all work above and beyond the requirements of the lease document.
• Assuming responsibility as main contact / first person for answering office phone lines.
• Participate as a building staff team member, supporting all of the efforts to achieve Owner and organizational goals.
• Open office Monday through Friday based on the established office hours, assuring phones are transferred from after-hours answering service.
• Fitness center requests to include receipt and processing of incoming requests, security access clearance and annual audit of forms, deleting forms and security clearance where required.
• Assist management team with CPR, tenant floor warden trainings, and participate in annual fire drills.
• Ordering tenant signage prior to their occupying the premises.
• Tenant waiver form tracking and processing for building amenities.
• Assure renewing Certificate of Insurance certificates are accurate and up loaded into portfolio electric files and Building Engines based on established process and procedures, with in specified time lines.
• Maintain good tenant relations through regular personal contact responding to tenants’ concerns, complaints and questions.
• Assist with building signage requests and last minute printing and posting of signage due to urgent issues.
• Inventory, order and stock office, kitchen and copy machine supplies.
• Creating as required, mailing and filing correspondence as required / requested by Property Managers / Engineers.
• Working with engineering staff update as required security access clearance for tenants, completing audit of access twice annually per predetermined schedule.
• Participate in regular building inspections.
• Coordinate with PM to assure purchase of materials is meeting LEED EB requirements.
• Assist in coordination of special events or operational events at the building. These could include marketing events, tenant advisory board meetings, holiday decorations and/or tenant surveys.
• Communicate in a timely manner with management team if a vendor and / or tenant is not responding to specific requests.
• Contract management, creating purchase orders, work authorizations, and service contracts and tracking through to execution.
• Assist Property Managers and Tenants in the Move in / Move out process to include but not be limited to:
• Updating MOD / EOD schedule, to include weekly notification / alteration of phones.
• Assure invoices received in office are scanned and sent to property accounting team. .
• Will be expected to manage work-order system; entering, tracking, uploading supporting data and following up

Requirements

• Physical ability to operate a telephone, computer, 10-key, type minimum of 40 wpm, sit for extended periods of time and occasionally lift/carry up to 40 lbs.
• Associates degree in business management (preferred) or equivalent body of knowledge or experience
• 2+ years administrative experience
• Commercial Real Estate experience preferred, but not required
• Possess knowledge of general office policies and administrative procedures and practices
• Excellent organizational, computer and communication skills
• Proficient in MS Word and Excel and possess effective business writing skills
• Must be able to exercise a great deal of discretion, work independently or with little oversight and use independent judgement
• Ability to read, write, speak and understand English

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance