Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.
The Property Administrator will be responsible for Administrative Support, Management Support, Front Office Operations, Customer Service, Records Management, Database Management.
Responsibilities include but are not limited to:
Support Property Management in maintaining efficient tenant relations and ensuring tenant satisfaction.
Oversee Mail – receive all mail, sort and distribute daily.
Answer and route calls and emails from tenants, vendors and building to the appropriate contact within Property Management.
Update contact & emergency lists on a quarterly basis (tenants & internal) as needed and or as directed and distribute to necessary staff members.
Oversee, ensure accuracy, maintain, and update certificates of insurance (COI) for contractors, vendors and Tenants and distribute, as necessary.
Assist and support all administrative functions related but not limited to violations, permits, equipment use permits, certifications, licenses etc.
Oversee and manage the day-to-day operations and tenant relations through the coordination of tenant requests, disbursement of duties received through the tenant portal, phone, and emails.
Oversee and maintain the Tenant Portal – Train, assist, troubleshoot for tenants and employees. Take initiatives to identify problems, troubleshoot and provide solutions on an ongoing basis.
Oversee and maintain the Tenant Portal - Enter work orders in the tenant portal as necessary, bill and close out work orders weekly/monthly, run open and closed work order reports, review with relevant departments to ensure proper and timely responses and closeouts of assignments.
Maintain and process all Building Service Request forms including but not limited to (ie. freight elevator, sprinkler, smoke shutdown etc.) in a timely and efficient manner.
Notify Property Management of any repeat or concerning tenant issues or significant problems.
Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and general building information.
Support and administer to all property related accounting functions to include but not limited to P.O’s, arrears, payables, check requests, deposits, rent checks, remittances to Account.
Assist and support the management in the process of preparing operating, capital budgets and re-forecasting, as necessary.
Assist and support the administration and periodic process of payroll as needed.
Assistance in maintaining and updating Letter of Credits and Security Deposit.
Maintain highly organized filing system for leases, tenants, and insurance. Certificates, vendors, buildings, drawings, contracts, purchase orders and shared calendars and or any other pertinent documents.
Create and maintain tenant and building security access cards
Create and send tenant and building notices as per instructions of Property Management
Processing and distributing building wide, nightly and weekend building access memo of scheduled work.
Order office, pantry, building supplies or as required.
Handle miscellaneous assignments as requested and or directed by management
Coordinate all tenant move in and out (include welcome packages and informing Tenants of Building Rules and Regulations)
Assist and support Property Management with all property related matters.
Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers, and management.
Technical Skills: Accounting Programs, Property Management Programs. Avid Xchange, Building Engine, Microsoft Word, Excel, Outlook (strong)
Qualifications: Bachelor’s degree with (5) years’ experience or a minimum of (6) plus years’ experience in a property management capacity.
Key Competencies: Initiative, Organizational Skills, Time Management Skills, Communication Proficiency (oral and written), Strong Customer Focus, Multi-tasking, Reliability, Attention to Detail, Sense of Urgency, Ability to Work Independently. Note: