Property Administrator

About Bradford Allen

Bradford Allen is a Chicago-based, national commercial real estate firm that offers a full array of brokerage services to entrepreneurial, not-for-profit, and corporate business entities. Our realty services team provides strategy, marketing, and transaction execution for occupiers, investors, and owners of commercial real estate.

Bradford Allen professionals create flexible solutions for our clients through their experience, commitment to solving the most difficult problems, persistence, loyalty, hard work, and a singular focus on client objectives.

The Property Administrator communicates and coordinates with tenants, vendors and building staff on site, on a wide range of building issues. The position utilizes established administrative and property operating procedures to handle daily tenant and building services.

• Greet and screen visitors to the property management office. Respond to walk in traffic in property management office. Assist tenants with customer service requests; fulfill requests for after-hours access fobs and fitness center access, coordinate conference room reservations, etc.
• Research and respond to internal and external requests for information, service or assistance by telephone or by e-mail promptly and thoroughly. Effectively coordinate with others or work independently to resolve or ensure resolution of issues or problems in a timely manner.
• Work with Property Manager to prepare and maintain accurate tenant lease abstracts.
• Coordinate tenant move in and move out process.
• Track tenant cleaning & maintenance requests in work order system. Assist Property Manager with billing tenants back for services as needed.
• Monitor and coordinate the accounts receivable and accounts payable processes to meet established goals for accuracy and timeliness.
• Accurately review and code all invoices through the Avid Payables System.
• Participate in the preparation of the annual budget and accurately and thoroughly complete assigned deliverables under the direction of the Property Manager.
• Support the Property Manager in the implementation and maintenance of a formal documented tenant relations plan to ensure tenant satisfaction as measured by formal and informal feedback, annual survey results and controllable tenant retention.
• Plan and execute multiple tenant appreciation events throughout the year.
• Assist Property Manager with preparing vendor contracts and tracking expiration dates. Effectively coordinate vendor relationships, such as janitorial, landscaping, including regular contact to promptly identify and resolve issues, managing service levels to meet contract specifications, and participating in and documenting walk-throughs.
• Review all vendor & tenant COIs for compliance with building requirements. Monitor expirations and request updated COIs as necessary. Accurately and timely maintain the Alliant COI portal.
• Complete and/or participate in property inspections and compliance audits.
• As directed by Property Manager, distribute accurate and complete security and life safety plans to all tenants and ensure training and fire drills are conducted according to prevailing code.
• Maintain electronic property document files.
• Accurately and timely complete other tasks/duties as assigned by the Property Manager.

• General knowledge of customer service principles and practices.
• Strong oral and written communication skills.
• Ability to effectively address and resolve sensitive tenant and vendor issues.
• Demonstrated ability to identify and raise issues and propose solutions.
• Demonstrated ability to manage multiple tasks and priorities to conclusion.
• General knowledge of budget preparation, financial statement analysis, building account management, Accounts Payable and Accounts Receivable.
• Proficiency in Microsoft Word, Excel, Outlook.
• Active Real Estate License preferred but not required.

$50,000 - $57,000

• 401(k) matching
• AD&D & LTD insurance
• Health insurance
• Vision insurance
• Health savings account
• Paid time off