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Job ID#: 37864
Position Summary
The Property Administrator is responsible for working directly with the Property Manager in performing clerical and administrative assignments for the assigned properties/projects.
It is the responsibility of the Property Administrator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results.
Essential Job Functions
- Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
- Accounts Payable and Receivable: processing invoices in accounting software, preparing monthly financial reports, and assisting the manager with the annual budget process.
- Schedule and coordinate meetings/special events as requested.
- Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
- Prepare and coordinate bid proposals and service contracts and approved invoices.
- Maintain lease and property files.
- Track and file HVAC contracts and insurance certificates. Maintain follow-up system for expiration.
- Assist with monthly and quarterly management reports as well as annual budget preparation.
- Transcribe contracts, leases, proposals, addendums, side letters, exhibits, correspondence, etc.
- Prepare financial spreadsheets.
- Order and maintain adequate stock of office supplies.
- Greet tenants, prospective tenants, vendors, and guest.
- Notify participants of meetings, and their responsibilities and any changes in plans or schedules.
- Order tenant door plaques and directory strips; maintain property signage.
- Prepare and distribute tenant move-in packages; order tenant gifts as needed.
- Maintain parking/building access card records.
- Invoice tenant rebills (meter readings, HVAC, etc.).
- Maintain tenant contact, vendor contact list, and insurance information.
- Promote and foster positive relationships with tenants and owners.
- Additional duties assigned by the Property Manager.
Position Requirements
- A high school diploma or GED equivalent (college courses preferred). Bachelor’s Degree preferred.
- At least 5 years of clerical, administrative duties (real estate experience is a plus).
- At least 2-3 Years of property management experience with a strong accounting background preferred.
- Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.
- Argus, accounting software such as MRI or Skyline proficiency preferred.
- Ability to keep information strictly confidential.
- Strong desire to succeed in an entrepreneurial environment.
- Must be able to handle multiple projects, changing priorities and a continually heavy workload.
- Exceptional oral and written communication skills.
- Strong customer service orientation.
