Commercial Property Administrator

**MUST HAVE COMMERCIAL REAL ESTATE EXPERIENCE, NO EXCEPTIONS** The Property Administrator is responsible for working directly with the Senior Property Manager and the Asst. Property Manager in performing clerical and administrative assignments for the assigned properties/ projects. It is the responsibility of the Property Administrator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results. Essential Duties and Responsibilities Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence. Schedule and coordinate meetings/special events as requested. Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc. Prepare and coordinate bid proposals, master service contracts/Exhibit Bs, and approved invoices. Maintain lease and property files. Prepare track and file service contracts and insurance certificates. Maintain follow-up system for expiration. Promote and foster positive relationships with tenants and owners. Assist with monthly and quarterly management/variance reports; as well as annual budget preparation. Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required for APM’s review. Review monthly parking billing for APM/SPM’s approval. Assist with coordination of Tenant Marketing Events. Process AP in Nexus daily. Assemble and distribute monthly billings for tenants. Administrative Responsibilities Prepare contracts, purchase orders, obtain proposals when required, tenant memorandums, daily security memorandums. Distribute to appropriate parties as required. Prepare Pricing Agreements for Billable Orders. Follow up on Rise service requests. Compose and type correspondence. Computer set up and maintain tenant, prospect, vendor, and general correspondence. Communication / Other Requirements Greet tenants, prospective tenants, vendors, and guests. Take and convey messages. Answer questions and/or understanding how to get questions answered. Provide back-up to Amenity Services Coordinator in scheduling the onsite and building conference and training rooms. Place outgoing calls. Take messages for SPM/APM. Screen calls and provide information when appropriate. Direct callers to the appropriate parties. Oversight of Office Property Assistant for tenant move-in/move-out tasks. Interface daily with janitorial and security personnel. Prepare Tenant Pricing Agreements required to invoice tenant rebills (meter readings, HVAC, etc.). Maintain tenant contact, vendor contact list, and insurance information. Provide administrative support for capital and tenant improvement projects. Additional duties or projects assigned by SPM/APM. Able to work after-hours to meet critical deadlines when required. Education and Required Experience Bachelor’s degree in finance, accounting, economics, business administration, or related field preferred 2-3 years of real estate experience. Skills, Qualifications, and Other Requirements Must have intermediate to advanced Word, Excel & Outlook proficiencies. Angus, VTS Rise and accounting software such as MRI and Nexus Ability to keep information strictly confidential. Strong desire to succeed in an entrepreneurial environment. Must be able to handle multiple projects, changing priorities and a continually heavy workload. Exceptional oral and written communication skills. Communicates by telephone, e-mail, video conferencing, satellite broadcasting, and in-person. Uses a computer in conjunction with various software packages for much of the day. Uses office and audio-visual equipment. Physical Demands Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks and duties outlined above. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. #J-18808-Ljbffr