JOB OVERVIEW
The Property Administrator functions as the first point of contact for the Management Office. Provides excellent customer service to tenants, interacts directly with vendors to coordinate various activities on the property and provides administrative support to the Property Manager and Building Engineers. Stable, long-term, non-institutional ownership of several office properties in the area. Management staff is employed directly by ownership. Benefits include group health insurance, paid vacation and sick time and 401k. Background check and drug testing required.
ESSENTIAL DUTIES AND FUNCTIONS
- Answer telephone and greet all visitors.
- Excellent customer service by maintaining positive management relationships with tenants.
- Enter and dispatch work orders to Building Engineers, close out work orders when complete and follow up with tenants to confirm satisfaction.
- Set up and maintain lease and vendor files.
- Prepare welcome packets for new tenants to include property information and emergency procedures manual. Maintain records of tenant contacts for emergency procedures, operational, accounting and other matters.
- Assist in organization, scheduling and execution tenant appreciation events.
- Interact with building vendors to coordinate work on the property as necessary.
- Perform accounts receivable functions in the collection of rent, application to the appropriate tenant accounts and daily deposits. Prepare monthly aging reports for Property Manager review.
- Prepare monthly invoices to tenants for miscellaneous charges.
- Perform accounts payable functions by organizing and coding invoices for approval by Property Manager. Enter approved invoices into accounting system for processing by corporate accounting. Maintain filing system for accounts payable.
- Review tenant and vendor certificates of insurance (COI) for proper coverage, coordinating revisions to the COI. Maintain up-to-date COI's for all tenants and vendors and notify appropriate parties if renewal is not received timely.
- Prepare correspondence to tenants as necessary for rent, insurance or other matters. Prepare correspondence to vendors as necessary for insurance or other matters.
- Maintain building access card system and issue access cards to tenants.
- Maintain tenant overtime air system by entering tenant information, setting up administrators and scheduling of after-hours HVAC when requested. Prepare monthly invoicing for after-hours HVAC use.
- Prepare and distribute monthly newsletter and other general announcements to tenants as directed by Property Manager.
- Maintain and order office supplies, access cards and forms.
- Coordinate and schedule use of the building conference room and freight elevator.
- Interact with courtesy officers by providing daily information memos as to evening activities. Review courtesy officers' daily activity reports each morning and prepare work orders or take other action as necessary.
- Communicate relevant information regarding daily activities to Property Manager.
- Assist with other management office activities and initiatives as requested.
EDUCATION AND EXPERIENCE
- High School Diploma or General Education Degree (GED).
- Associates or Bachelors degree a plus.
- Minimum 2 years of Property Management or related experience is required.
SKILLS AND ABILITIES
- Strong customer service, written, organization and communication skills.
- Proficient in Microsoft Word, Excel and Adobe.
- Knowledge and experience working in accounting software for A/P and A/R.
- Strong problem solving and reasoning skills. Must be able to work independently, when necessary.
- Basic knowledge of financial terms and principles.
HOURS
- Office hours are 8:00 am to 5:00 pm, Monday through Friday. Ability to occasionally work outside of these hours, on rare occasions. Prompt opening of the Management Office at 8:00 am is required.
Job Type: Full-time
Pay: $55,000.00 - $57,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Schedule:
Work Location: In person
