Portfolio Administrator-Commercial Properties - Goleta, CA

The Portfolio Administrator supports the Commercial Property Director and property managers in collaboration with key members of the Towbes team. Prepares and produces reports, reviews databases to determine relevant data; analyzes operations with managers/supervisors. Supports day-to-day operations and provides overall project administration and support to the Commercial Property Director and other key members of the Towbes team.

The following job duties are considered essential to this position and can be amended by your supervisor as needed:

• Initial point of contact for tenant requests, including emails, work orders, and calls.
• Initial point of contact for all incoming calls to the department, general emails, and visitors.
• Maintain tenant information and sensitive financial statement filing.
• Send Welcome packets and initiate contact with new tenants.
• Maintain/monitor the tenant portal site.
• Assist tenants with rent/CAM payments. Upload new and existing tenant contact information in Yardi Voyager.
• Assist property managers with drafting and sending announcements and other forms of verbal and written communication with tenants.
• Process/code all payables, and charge backs to tenants as required.
• Process lease commissions payments due to brokers.
• Utility management and tracking; maintaining monthly reports to gauge accounts, demand and expenses.
• Administer, track, and manage Commencement Date Memorandums in concert with managers.
• Obtain and organize all property site plans and general lease exhibits.
• Collect and file sales reports for retail tenants.
• Project management support as needed for various department and facilities projects.
• Prepare property management proposals for third-party management opportunities.
• Work closely with Commercial Property Director and other Towbes team members to participate in the implementation of new and existing software systems and processes to meet the organization’s various objectives, departmental or company wide.
• Assist with the preparation of the Quarterly Asset Management Report and annual budget process.
• Periodic administrative support for in-house Associate Counsel.
• Other Duties as assigned.

• Bachelor’s degree preferred or comparable administrative operational experience.
• Minimum 3 years in a real estate property management position, commercial property management preferred.
• Ability to travel between the corporate office and organizations throughout Ventura and Santa Barbara Counties.
• Ability to travel to industry conferences as needed.
• Must have a valid driver’s license and a dependable vehicle.
• Intermediate to advanced-level knowledge of Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Skilled in collaborating within fast-paced, team-oriented environments.
• Strong verbal and written communication skills.
• Strong organizational skills for managing materials and information.
• Self-motivated with a proactive approach to outreach and follow-up.
• Committed to maintaining the highest level of confidentiality in all matters.
• Adept at managing multiple tasks while adapting to shifting priorities within the Commercial Property Management Department.
• Ability to work independently and prioritize effectively in a challenging environment.
• Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty.
• Strong problem-solving skills.
• Provide high-quality customer service whether to the internal or external customer.
• Ability to put people first in all aspects of your position.
• Work with the intent of the betterment of our community.
• Ability to effectively comprehend and interpret policies and procedures in the work environment.
• Ability to collaborate effectively as a team member.
• Ability to exercise good judgment in making decisions.
• Ability to work under pressure and complete tasks within prescribed time frames.
• Ability to disseminate information and guidelines clearly to others and check for understanding.
• Excellent interpersonal skills to communicate effectively with a wide range of employees and customers.

Ability to read, analyze, and interpret general business periodicals, professional…