Property Administrator

1 week ago

San Francisco, California, United States SCHNITZER INVESTMENT CORP Full time
Job Description

Job Description

The Property Administrator will answer the main phone line and handle incoming guests.

They will assist the operations and property management teams with a variety of administrative tasks to help oversee the management of the properties.

ESSENTIAL FUNCTIONS/TASKS
Assist the Property Manager to oversee day-to-day activities meeting deadlines and priorities.
Answer main phone lines with promptness using professional phone etiquette. Assist callers when key personnel are out of the office.
Greet tenants, guests, vendors, etc.
Distribute incoming mail, packages and correspondence.
Act as liaison between regional office and home office departments like IT and HR.
Create, file, e-file or mail memo/letter correspondence with accuracy in a timely manner.
Maintain

tenant/vendor/building

files and good record keeping.
Design, update and prepare various reports required for the properties or management.
Run credit reports for prospective tenants and maintain log and filing.
Assist Property Managers, Assistant Property Managers and AVP of Operations with daily duties and communicate on status of projects.
Assist the Property Managers and/or AVP, Operations with annual budget preparation.
Assist processing daily invoices, tenant bill-backs and vendor set up forms.
Prepare incident reports.
Develop and implement tenant appreciation events with team.
Trouble shoot tenant service requests and enter work orders into Yardi work order system and track progress.
Administer Tenant and Landlord compliance with terms of the Lease.

Assist tenants with portal payment registration, minimize and collect unpaid rents, address rent defaults as required under direction of Property Managers.

Review aged receivables on an on-going basis and work with team to resolve discrepancies as required in a timely manner.

Prepare 3-day Notices and Default Notices
Assist with Financial Reporting (Quarterly and Period Reports).
Maintain/update tenant and lease information in Yardi.
Update vendor contact database.
Prepare Service Agreements, communicate and oversee vendors.
Maintain and update certificate of insurance (COI) documents for all tenant and vendor contractors.
Assist with Tenant move-in and move-out processes including completing and tracking move-in and move-out check lists.

Under direction of Supervisor, prepare appropriate spending approval forms (MSC) for approvals prior to awarding the work; prepare contracts for signature thereafter.

Track all MSCs and contracts.
Assist with Space Prep, Tenant Improvements, and Construction projects as needed.
Prepare Lease Abstracts for new Leases and Amendments.
Maintain monthly calendar of employee time off.
Order office supplies. Maintain reception area and conference room.
Ensure proper functioning of all office equipment.
Assist with office lunches and office event planning.
Additional duties and special projects as assigned.

Experience, TRAINING, SKILLS, abilities REQUIRED:
Minimum of 3+ years' experience in an administrative, customer service role.
Experience in a commercial property management office desired.
Strong communication skills.
Dependable, reliable, cooperative. Good interpersonal skills. Positive attitude, friendly and cheerful disposition in a team-oriented environment. Utilize good customer service skills at all times (face-to-face or via phone).
Ability to read and interpret lease documents, strong analytical skills.
Computer literate and proficient (Word for Windows 6.1), Spreadsheet application (Excel), Adobe Acrobat DC or DC Pro, Scanner, Outlook. Strong and efficient computer skills necessary with knowledge of property management software systems desired (Yardi experience preferred).
Above average skills in grammar, spelling, and math.
Familiarity with telephone system(s) in a medium-to-busy office. Professional telephone etiquette with friendly demeanor.

Ability to handle multiple tasks; prioritize workload, work independently, coordinate, manage and communicate effectively in both written and verbal form.

Ability to assimilate new information.
Experience working with property management and leasing staff and outside contractors desired.
Problem solving talents, proactive approach in role.
Strong organizational skills, attention to details and ability to remain composed and flexible. Able to follow processes and instruction (written or verbal).
Self-motivated with ability to follow-through and exercise good judgment; creative and resourceful.
Professional (front office appearance & mannerism); maintain decorum in personal

activities/conversation,

exercise confidentiality at all times.

Education:
High School Diploma.
Bachelor's Degree preferred.

LICENSE OR CERTIFICATE REQUIRED:
Valid Driver's License and registered automobile.


We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

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