Commercial Property Administrator

Description

Dallas-based, privately held commercial real estate development and investment management company with exceptional performance specializing in value-add and opportunistic real estate investments. With an entrepreneurial spirit and proven 40-year track record across several market cycles they have steadily built up a portfolio of 13 million square feet of industrial and office properties and 3,000 multifamily units located nationally.

The Property Administrator will be based in our Chicago, IL office. The Property Administrator will be responsible for providing support to the Property Managers of light industrial assets located in the greater Chicago, IL area.

The activities listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position. The successful candidate will be able to demonstrate core competencies in the following areas:

• As requested, provide administrative assistance to the Property Manager, including phone support and drafting, filing and distribution of correspondence and reports.
• Create and maintain tenant and vendor contact lists to include emergency contact numbers and email addresses.
• Maintain efficient filing system for property management files.

• Review and code property related invoices in a timely manner.
• Draft tenant bill-backs for manager approval, distribute invoices to tenants, and ensure payment received.
• Review and reconcile tenant account ledger reconciliations.
• Review rental increases and communicate or send any notices that need to be sent to tenants.
• Review Aged Receivable reports in accordance with company policy to ensure timely collections from tenants.
• Process security deposit refund forms as requested by Property Managers.
• Contribute to monthly financial reports including variance analysis and accrual needs.
• Participate and assist with annual estimates and reconciliations of Operating Expenses.
• Participate with budget process including the collection, organization and entry of budget materials. Request bids from vendors, analyze, and recommend budget draft.

• Establish relationships and interact with key clients:
  All tenants, vendors, owners, etc.
• Develop and maintain a point of contact with each tenant in order to understand and assist with their business objectives, as it relates to their account needs.
• Provide tenant services in a proactive manner for meeting tenant requests within their premises and the buildings’ common areas, in accordance with lease agreements.
• Promote goodwill, provide high-quality service, and implement tenant retention practices.
• Abstract all new leases, enter information into accounting system. Enter and manage all lease notes, maintaining critical dates and reminder files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
• Review and prepare for execution and distribution, leases and exhibits to proper parties.
• Create and maintain system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
• Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.
• Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items. Perform property lease file audits.
• Manage the commission calculation and payment process. Calculate all commissions in accordance with the listing agreement or commission agreement. Process all invoices for payment upon obtaining the approval from Asset Management.
• Oversee the review and track Tenant Improvement allowance and ensure that improvement is being administered properly and within lease guidelines.

• Directly involved with the office and property day to day operations.
• Receive tenant maintenance calls and determine services needed. Coordinate tenant maintenance/repair requests with…