Real Estate Administrator

1 month ago

St Petersburg, United States Holladay Properties Full time

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Real Estate Administrator supports this mission by working closely with the Property Manager and Portfolio Manager in the day-to-day office duties and management of the commercial real estate properties in their portfolio in accordance with the Companys mission, vision and objectives.

Essential Duties and Responsibilities include but are not limited to the following:


Administrative Responsibilities:

  • Prepare and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors.
  • Maintain and keep up to date web base program for building information and preventative maintenance work order system and ensure timely closure of all maintenance PM work orders.
  • Run reports in ETS to ensure work orders are being completed in a timely and satisfactory manner.
  • Maintain property files in SharePoint.
  • Enter new CAR’s into Quickbase for TI, Capital and Insurance related projects.
  • Create and send out for execution Capital and Tenant Improvement contracts.
  • Additional miscellaneous items as requested by Property Manager
  • Follow-up on invoices and Lien Waivers that are outstanding from vendors


Tenant Relations:

  • Interact and correspond with tenants to address problems or complaints, as it relates to janitorial, maintenance, accounting, etc.
  • Monitor work order analytics, track and follow up with tenant to ensure issue was resolved and communicate any concerns to Property Manager.
  • Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution.
  • Update and maintain Tenant Manuals and ETS contacts
  • Bill backs to Tenants for maintenance charges
  • Prepare and maintain a tenant database to include: tenant name (as defined in the lease), mailing/billing address, main office number, and back line number, contact name, after-hours contact
  • Occasionally assist Property Manager with AR collections
  • Obtain and track expired Tenant COI’s


Financial Reporting:

  • Assist Property Manager with placing calls to tenants regarding collection of past due rents on the 10th, 20th and end of month. Produce MRI Aging Report. Correspond with Tenant and update MRI reports
  • Assist in budget planning, i.e., print reports and obtain bids
  • Review rent rolls for accuracy and compare with MRI rent roll
  • Performs other related duties and assignments as required.


Qualifications:

  • High school diploma or progressive work experience addition to the qualifications below
  • Real estate license or ability to obtain license
  • Front desk or office management experience
  • Two (2) + years experience in commercial real estate environment
  • Proficient in Microsoft Office Products, Word, Excel and Outlook
  • Publisher and Digital Camera knowledge helpful
  • CRE, MRI, Yardi, AVID, Real Estate Software experience or ability to learn new programs quickly
  • Excellent grammar, clear written and oral communications skills are essential
  • Ability to prioritize, organize and have productive time management skills
  • Valid Drivers license, proof of insurance, and clean MVR report


Holladay Mission and Values: All associates are expected to live Holladays Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below:

  • Mission: Enriching lives through investment and service
  • ENRICH Values:
  • Entrepreneurial We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change.
  • Nurture We encourage and support the growth and development of each other, our clients, and our communities.
  • Respect - We recognize and acknowledge the inherent value of others.
  • Integrity We do the right thing. We exhibit a consistently high moral compass.
  • Community We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place.
  • Health - We support the physical, financial, and professional health and well-being of each other and those we serve.


Position Competencies

  • Service to Employees: Treats other employees with respect and dignity and acts as a positive member of the team; establishes and maintains effective relationships
  • Service to Clients: Provides high level of service to clients in all situations; strives to meet and exceed client expectations; establishes and maintains effective relationships
  • Service to Tenants: Provides high level of service to tenants in all situations; strives to meet and exceed tenant expectations; establishes and maintains effective relationships
  • Composure: Does not become defensive or irritated when times are tough; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesnt show frustration when resisted; is a settling influence in a crisis
  • Critical Thinking: The ability to think using analysis, evaluation, problem solving, judgment, and the creative process; considering the full picture and impact of action and decisions
  • Effective Communication: Able to clearly and succinctly communicate in a variety of settings and styles; can get messages across that have the desired effect


Compensation:

The Real Estate Administrator compensation will be based on experience and qualifications. This range is subject to local, state and regional dynamics and may be adjusted up or down depending on market conditions.


Physical Demands:

  • Employee is required to walk the premises which can require climbing stairs to inspect stairwells, and be in elevated or high spaces, such as roofs and decking to inspect equipment if necessary
  • Employee may occasionally be required to lift or move items over 10 pounds
  • On call 24/7 in emergency situations at properties


Supervisory Responsibility:

  • This position does not have any supervisory responsibility


Promotional Opportunity:

Associates with more than twelve (12) months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, Associates must have a satisfactory performance record and have no disciplinary actions during the last twelve (12) months. Management retains the discretion to make exceptions to the policy.

This description is not all inclusive and duties will vary depending on specific property being managed.

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