Property Administrator – Seventh

Home / Jobs / Property Administrator – 1600 Seventh

The following statements are to describe the general nature and level of the work being performed by the individual and are not intended to be all-inclusive. They represent essential elements and criteria necessary to successfully perform the job. It is generally agreed that other duties may be assigned from time to time.

The Property Administrator is responsible for assisting the Property Management and Engineering Team with the fast paced, high volume day to day operations of an assigned portfolio of properties, to include but not be limited to the organization, coordination and updating of portfolio specific information, programs and files, acting as communications liaison with tenant contacts through the production of memorandums, Building Engines, weekly tenant newsletter, and e-mails.

• Participate as a building staff team member, supporting all of the efforts to achieve Owner and organizational goals.
• Maintain good tenant relations through regular personal contact responding to tenants’ concerns, complaints and questions.
• Responsible for the daily tenant maintenance requests, received through Building Engines, assuring requests are handled in a timely, professional manner.
• Responsible for the coordination and delivery of general tenant and employee communication, through the use of e‑mail and Building Engines, communicating scheduled and unscheduled maintenance projects and / or emergencies.
• Assuming responsibility as main contact / first person for answering office phone lines.
• Assist in coordination of special events or operational events at the building. These could include marketing events, tenant advisory board meetings, holiday decorations and/or tenant surveys.
• Participate in regular building inspections.

Operations

• Open office Monday through Friday based on the established office hours, assuring phones are transferred from after‑hours answering service.
• Organize, update and maintain specific portfolio files and systems per specific time lines to include but not be limited to:
  • Managing freight reservations, loading dock, and passdown calendars for all tenants and vendors.
  • Tenant waiver form tracking and processing for building amenities.
  • Fitness center requests to include receipt and processing of incoming requests, security access clearance and annual audit of forms, deleting forms and security clearance where required.
  • Conference room requests to include the coordination of room schedules on Building Engines and Google calendars, coordinating with day porters for specific room set ups and assuring tenants are invoiced for room use.
  • Update tenant contact lists, emergency lists and floor warden list in both portfolio format and in Building Engines as alterations are required, distributing monthly to Property Managers, Engineers and Emergency Manuals.
  • Update portfolio calendars to including team calendar, security pass down calendar, conference room calendar.
  • Working with engineering staff update as required security access clearance for tenants, completing audit of access twice annually per predetermined schedule.
  • Assist with building signage requests and last minute printing and posting of signage due to urgent issues.
  • Assist management team with CPR, tenant floor warden trainings, and participate in annual fire drills.
• Organize, update and maintain Tenant and Vendor Certificate of Insurance files to include but not be limited to:
  • Assure renewing Certificate of Insurance certificates are accurate and up loaded into portfolio electric files and Building Engines based on established process and procedures, with in specified time lines.
  • Communicate in a timely manner with management team if a vendor and / or tenant is not responding to specific requests.
• Assist Property Managers and Tenants in the Move in / Move out process to include but not be limited to:
  • Coordinating with tenant prior to move in by collecting information outlined in the move in forms.
  • Ordering tenant signage prior to their occupying the premises.
  • Updating tenant contact lists, emergency lists and floor warden…