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Property Administrator

4 months ago

Mountain View, United States Unire Real Estate Group Full time

**TITLE: Property Administrator**

JOB SUMMARY:
The Property Administrator (“PA) is responsible for providing administrative support to the Property
Managers for the managed properties between tenants, vendors and Unire Group staff.

This position requires a professional and positive attitude, the ability to handle multiple tasks or calls at the same time, consistent follow-through and good organizational and tracking skills. The
Property Administrator must have the ability to work with diverse personalities to achieve positive results.

The Property Administrator must be proficient in MS Word and MS Excel, and use of the company database (training will be provided). The Property Administrator reports to Director, Administration.

RESPONSIBILITIES & FUNCTIONS:
**Communication**:
**Service Requests (SR)**:

- Respond to all Service Requests (generated from tenants, vendors, property management, engineering) o Confirm specific vendor to contact

▪ SR to include “if work exceeds amount authorized below, contact (Name)Property Manager, directly”.
- Daily follow-up with vendor to ensure completion of SR▪ If completed, record SR as completed and process with invoice
▪ If not completed, flag for future follow-up at desk o Follow-up with tenant to ensure satisfaction.
- When Angus is used, obtain pertinent information to create work orders using that system

**Tenants**:

- Request and review Tenant Certificates of Insurance, per lease requirements o Scan insurance into Property drive and notify Receptionist to update database
- Create Service Request (SR) as needed o Once completed, record SR as completed and process with invoice.
- Tenant notification of vendor repair or inspections
- Prepare and send billback to tenants monthly
- Coordinate services with tenant move-ins, as necessary o Request additional keys, if directed o Notify vacancy cleaning to discontinue

Page 1 of 2 Property Administrator February 2023
- Assist Property Manager with vendor contacts if services are to be transferred o Assist tenant with Utility transfer, as necessary
- Coordinate services with tenant move-outs, as necessary o Set up initial clean-up, lock change, removal of tenant signage, office temperature reset, day-porter / nightly janitorial cleaning schedule o Coordinate return-to-Ownership utility transfer, as necessary

**Vendors**:

- Request bids/quotes o In response to SRs issued for repairs o As requested by Property Manager, with defined scope
- Coordinate maintenance service (scope determined by Property Manager) o Obtain from vendor the schedule for maintenance services o Notify tenants in advance of services to be performed o Follow-up with vendor up for service reports and save in appropriate folder in Client / property folder
- Vendor service contracts o Prepare service contracts, as requested by Property Manager, for all work over $2,000.

▪ Urgent - follow up immediately for signature and daily until received
▪ Normal - follow up immediately for receipt and every 2 days for signature o Obtain W-9 or other new vendor forms as necessary. o Track contracts from preparation through full execution o Print contract expiration report monthly,

▪ Monitor expirations and notify Property Manager 45 days in advance of expiration
▪ Property Manager will determine if contract should be renewed or terminated at expiration. o Prepare renewals, as directed by Property Manager o Scan executed contracts, renewals into Client / Property folder
- New Vendors o Input pertinent contact information into database o Scan insurance into Client / Property folder
- Obtain / monitor special client requirements (COVID-19, etc.)

**Invoice Processing (for Property Manager approval)**:

- Daily, scan and/or code invoices for Property Manager approval (through AVID or manually) o Code expenses according to budget GL code with “standard descriptions”. o Update utility tracking spreadsheet accordingly.

**Office Administration**:

- Assist Property Manager with tenant appreciation events, cards, or gifts
- Assist with special projects, as requested

Page 2 of 2 Property Administrator February 2023

Pay: $55,000.00 - $60,000.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Vision insurance

Experience level:

- 2 years

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Customer service: 2 years (required)

Work Location: In person