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Property Administrator
3 months ago
The Property Administrator will assist in supporting the property management team on day-to-day activities performing overall administrative duties of assigned properties and complying with company procedure guidelines. Will provide administrative support with organizational skills, excellence in customer service, meeting goals, objectives, and deadlines.
ESSENTIAL FUNCTIONS/TASKS:
- Assist Property Manager to oversee day-to-day activities, meeting deadlines, and priorities.
- Insurance coordinator: track and request insurance certificates from tenants and vendors.
- Tenant Gross Sales reporting collection and data entry.
- Assist with accounts receivable (A/R) tracking and follow-up.
- Assist with service agreement and contract drafting.
- Filing support, both physical and electronic.
- Prepare and update expense, incident, utility, and other reports.
- Incident reporting and communication with insurance department.
- Vendor management activities with support of team members.
Office Administrator Duties:
- Keys/locks and key box/key checkout log updates, following company guideline policy.
- Collect, open, distribute, route (internal or external mail/packages), date stamp as required.
- Greet tenants, guests, vendors, etc.
- Create, file, e-file, or mail memo/letter correspondence with accuracy in a timely manner.
- Prepare, maintain tenant/vendor/building-property files with good record keeping (emergency procedures, information on buildings, etc.).
- Green building, energy bench marking (state mandate, city mandate, etc.) data entry and upkeep if/as required.
- Maintain monthly calendar of employee time off when required.
- Assist with team meetings, lunches, and events.
- Coding and data entry of payables (as it relates to tenant bill-back’s only) if/as required.
- Additional duties and special projects as assigned.
Property Management Administrative Duties:
- Assist with tenant expense reconciliations under the direction of Property Manager.
- Assist with preparation of Incident Reports under direction of Property Manager.
- Assist with Quarterly/Period Reports.
- Assist PMs, APM's and SVP with budget process as needed.
- Maintain project utility binders for designated properties.
- Utility set-ups and close-outs.
- Assist tenants with Rent Café Portal registrations.
- Security deposit dove-in/out checklist, refund paperwork for accounting to close out TT accounts.
- Collect and update tenant contact database information regularly.
- Maintain updated/current Certificates of Insurance for tenants regularly. Prepare/draft COI default notices for PM review.
- Prepare tenant notices; distribute and e-file as requested.
- Review posting of rent statements for recommended final approval by PM.
- Send out monthly Rent Statements via Rent Café Portal option (or hard copy as required)
- Accounts receivable/collections on unpaid rent and draft default notices for PM.
- Monthly updates i.e., Yardi collection notes - review aged TT receivables monthly, advise property manager of any unresolved matters.
- Review operating statements and invoices, work with Property Manager to process and resolve coding discrepancies if/as required.
- Coding and data entry of payables assistance.
Leasing Administrative Duties:
- Prepare lease documents or notices as required/requested.
- Prepare Lease Abstracts for Lease Agreements.
- Maintain/update tenant and lease information in Yardi and SharePoint (abstracts, etc.).
- Run, log and file tenant credit reports as required.
Vendor Administrative Duties:
- Update vendor contact database and emergency contact information as required.
- Project cost & spending approval tracking, preparation of vendor contracts and agreement tracking if/as directed by Property Manager.
- Prepare Service Agreements, communicate with and oversee vendors as required by Property Manager.
- Assist with accounts payable invoice workflow and vendor set-up forms.
- Maintain current/updated Certificates of Insurance (COI's) for vendors regularly. Prepare/draft COI default notices for Property Manager review.
- Vendor projects assistance to include inspections of completed work.
Experience, training, skills required:
- Minimum of 2+ years administrative experience and/or customer service role.
- Supporting multiple team members.
- Experience in property management desired but not necessary.
- Accounts receivable/collections experience desired.
- Strong customer service skills.
- Ability to read and interpret documents, strong analytical skills.
- Computer literate and proficient, spreadsheet application Excel, Word/Windows 6.1, Outlook, Adobe Acrobat/Pro, Scanner, Property Mgmt. Software is a Plus.
- Strong written and verbal communication skills, grammar, spelling, math, including digital platforms or in person.
- Familiar with phone systems in medium to busy setting with professional phone etiquette.
- Ability to multi-task, prioritize, assimilate, work independently, coordinate.
- Strong organizational skills, attention to detail.
- Initiative-taking, meeting deadlines, follow-through on tasks, good judgement, creative, resourceful.
- Ability to remain composed and flexible, follow processes and instruction.
Education:
- High School Diploma or GED.
- Bachelor's Degree preferred, but not required.
LICENSE OR CERTIFICATE REQUIRED:
- Valid Drivers’ License.
TRAVEL REQUIREMENTS:
Travel to assigned properties, if/as required.
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.
