Property Administrator

Overview

The Property Administrator (PA) reports to the Senior Property Manager (SPM) and works directly with the Building Engineer (BE) and Area Chief Engineer (ACE), providing support as needed to all team members. It is the responsibility of the PA not only to exhibit exceptional client service when communicating with tenants, prospective tenants, vendors and team members, but also to focus on productivity and results.

The PA is expected to assist the SPM in the implementation and administration of policies, procedures and programs on a day-to-day basis that will assure that all projects are well managed and executed. Team members are expected to assist with additional assignments that may be requested by direct supervisors and to take initiative in lending assistance to other members of the team.

This role is pivotal to the success of our operations.

General Administrative:

• Open property management office (by or before 8 am) and close office (at 5 pm or later), turn equipment on/off, lock/unlock all doors.
• Answer general calls by third ring.
• Greet all visitors in a friendly manner.
• Send/distribute correspondence appropriately.
• Maintain postage meter and replenish as needed.
• Sign for deliveries and distribute appropriately.
• Open, sort and distribute mail appropriately.
• Keep work areas clean and organized.
• Keep waiting area, kitchen and conference room clean throughout the day.
• Responsible for all aspects of the office furniture and equipment.
• Keep all notices, lists, etc. in office current.
• Compose and create correspondence and memos.
• Maintain all tenant and vendor files.

Accounts Payable:

• Code invoices for portfolio.
• Process invoices and accounts payable.
• Track budget –vs- actual costs for operating expenses (i.e. one-time projects, tenant improvements, capital improvements, etc.).
• Ensure that expenses are paid in month budgeted.

Accounts Receivable:

• Review preliminary recurring charges, rent roll information and roll forward from prior month’s rent roll to current month’s rent roll. Test system for accuracy by reconciling with leasing startups and rent changes.
• Manage field-level accounts receivable by accurate application of cash deposits, coordinating collection issues with property management personnel, and resolving misapplications.
• Prepare tenant bill-backs on a monthly basis (including utility billings, work orders, labor charges, and after-hours HVAC charges).
• Prepare and review tenant statements and manual invoices prior to mailing.
• Review and assist with preparation of annual tenant escalation reconciliations, tenant escalation letters, and assist with tenant questions and follow-up.
• Contribute to the maintenance of positive tenant relations by professionally assisting with tenant questions relating to accounts receivable.

Tenant/Building Administration:

• Prepare vendor service contracts, construction contracts and service orders.
• Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets.
• Prepare new tenant package including all forms, building information, etc.
• Set up new and maintain existing tenant lease files.
• Process tenant requests via phone, email or Building Engines. Follow up on work orders for maintenance staff.
• Update tenant contact information in Building Engines.
• Maintain updated monthly Tenant Parking Schedule and distribute to PM and parking operator.
• Maintain updated monthly Janitorial S.F. Report and distribute to PM and janitorial company.
• Issue all new building tenant keys and access cards as per request by tenant and PM. Update Security Access Card list and bill tenants accordingly.
• Maintain key log and key box.
• Print or order new signage requested by Tenants or needed for new tenants to the building.
• Maintain current certificate of insurance log for all tenants and vendors. Track expiration dates and make sure that new certificates of insurance are issued on time.
• Track monthly utility meter readings for back-charged utilities to specific tenants, bill accordingly.

Special Projects:

• Assist PM with preparation of annual budget as directed.
• Assist PM with preparation of annual operating expense and tax escrows/reconciliations.
• Assist…