Job Details – this job has expired, please see similar jobs below
The Property Administrator provides direct administrative support to Property Managers and Chief Engineer. Responsibilities include:
Certificate of Insurance Tracking – COI’s must be maintained and updated on a regular basis for both Tenants and Contractors.
General Filing – PA is responsible for ensuring all document/paper work for the property is filed no less than weekly.
Postage Meter – Monitors status of postage meter and refills when appropriate. Orders supplies for meter and gets required annual inspections.
Repair Service – Contacts repair services for all office equipment when necessary or requested by team member.
Overnight Mail – Prepares express mail packages and monitors supply levels and replenishes as necessary.
Office Supplies – All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Management Audit – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Operations Audit – Assist engineering staff in preparation of annual Operations Audit.
Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.
Accounts Payables – Property Administrator is responsible for ensuring all invoices for the property are coded, given to GM for approval and paid.
W-9’s – Obtains completed W-9 forms from all vendors.
Accounts Receivable – Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters for charges over 30 days old.
Manual Adjustment Forms – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request (ie requested HVAC over time, labor to hang white boards, keys, etc.).
Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form.
Tenant Service Request – PA is responsible for daily review of TSR’s noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting.
Contracts- draft contracts as requested by managers within 24-48 hours of the request for review by the manager.
Access Cards – PA responsible for ensuring all tenant access cards are activated and deactivated as requested. This system will be different from property to property. Check with Manager for proper protocol depending on the monitoring company.
Special Dumpster Request – If a tenant needs to fill the dumpster, PA responsible for scheduling special pickups for the tenant and is responsible for billing the tenant for the pickup.
Customer Service – Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Events – PA is responsible for assisting APM, PM or GM in planning and coordination of all schedule tenant events at the property.
Tenant Meetings – Plan agenda for meetings and have approved by Manager. Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter).
Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.
Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding building holidays, upcoming events, etc.
Safety Warden Meetings – Work with Manager and Engineering staff to plan an annual safety warden meeting.
Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary.
Contact Lists – maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists to include emergency contact numbers.
Bachelor’s Degree or commensurate experience preferred.
Microsoft Office proficiency
Workplace experience, minimum of 1-3 years in a workplace setting
Commercial Real Estate Experience a Plus
Planning and Organizing – establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently.
Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect.
Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty.
Interpersonal Savvy – relates well to professionals both inside and outside the organization uses diplomacy and tact.
Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
Self-Starter – able to start and complete projects independently.
Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect.
Attention to detail – is thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
Company Privacy Notice
Company (Company), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with Company’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how Company processes your personal data, please view our Candidate Privacy Statement.
California Residents only
If you are a California resident as defined in the California Consumer Privacy Act (CCPA) please view our Supplemental Privacy Statementwhich describes your rights and disclosures about your personal information. If you are viewing this on a mobile device you may want to view the CCPA version on a larger device.
For additional details please see our career site pages for each country.
For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here.
Company (“Company”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at ___@___(apply_to_show_email). This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for Company.
Sign up and search through 129,741 curated jobs in the Finance & Investment Edition: