Property Administrator

General purpose of job is to assist in directing and coordinating activities of on-site management.  Assist in effectively implementing procedures; cost controls and policies; maintain good tenant and client/owner relations; assist CE, APM and PM in maintaining invoice records and contacting vendors/setting up accounts. 

Supports in various administrative functions such as preparing and mailing documents; receiving and screening telephone calls and relaying messages.  Works with maintenance staff on tenant maintenance calls and overall accountability of the daily use of the Workspace System include but not limited to Service Request, maintaining tenant data, distributing notices and announcements. Can multi-task between several projects.

PROPERTY MANAGEMENT FUNCTIONS

General Office (included, but are not limited to):

• Answer management phones and assist with Tenant needs
• Respond to inquiries by providing routine information and or taking and delivering messages.
• Receive and distribute and review all purchase orders, track purchase orders in Workspace, alert personnel of any problems or unresolved purchase orders, run monthly reports.
• Coordinate special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives etc.
• Perform other duties as assigned, some of which may be essential to the job.
• Maintain inventory of office supplies and property staff directory.
• Monitor outside vendors for compliance of contracts and certificate of insurance
• Assist with preparing and administering service agreements
• Establish and maintain record keeping and filing systems; classifies, sorts and files correspondence for tenant files and other documents
• Assist in other property and/or management/office miscellaneous related issues.
• Maintain all office filing systems to ensure all documents are properly filed and sorted to include vendor files, manuals, leases, and records.
• Prepare one-time contracts, send out for signature and follow up for final execution
• Collect and track COI’s for tenants and vendors.

Accounting:

• Responsible for accounts payable, accounts receivable and reporting.
• Organize and code invoices in Workspace
• Track capital invoices and include capital tracker sheets for Manager’s approval
• Assist Chief Engineer with update of electrical analysis worksheet as utility invoices come in
• Responsible for issuing Purchase Orders, tracking, and assigning the purchase orders to invoices as they are processed for payment
• Create purchase orders and close them once invoice has been paid/check cut
• Responsible for checking bank balances for tenant deposits
• Applying tenant rents and open credits
• Compiling and reviewing Tenant Billings and other misc. charges
• Provide management team with aged delinquency reports and send late letters on the 6th and 10th of the month.   Advise Manager of 60 days past due balances.
• Answer tenant rent questions or disputes
• Record/input monthly rebills to tenants’ accounts and closing out billable items in Workspace.
• Respond to inquiries by providing routine information and or taking and delivering messages.
• Prepare tenant billbacks and provide to Manager for approval prior to month end close.
• Send out tenant statements

Lease Administration:

• Includes preparing billing adjustment form with all pertinent New Lease or Renewal information to send to PM for review and then to accounting for input into MRI.
• Responsible for making sure Lease information is up to date prior to activating leases
• Create new tenant lease file folders
• Maintain and update Tenant Handbook as needed.

MINIMUM QUALIFICATIONS:

• Must have a minimum high school education.  Associates, B.A. or B.S. college degree preferred
• Minimum of 2 years previous commercial property management experience
• Experience with MRI, Workspace and Yardi software
• Previous experience in real estate accounting and be familiar with monthly accounting cycle, including an understanding of A/P, A/R, commercial leases.
• Possess professional demeanor and excellent interpersonal skills.
• Have access to reliable transportation and maintain a valid driver's license.
• Computer literate and proficient on MS Word, Excel, PowerPoint,
• Excellent communication skills, both verbal and written

DESIRED QUALIFICATIONS:

• Bachelor’s degree in related field