Property Administrator

Assist the Property Manager/Asst. Property Manager in the daily and/or routine requirements of property operations. Maintains a world class level of service to tenants, clients, and vendors. Organizes time to ensure completion of all tasks in a timely manner. Qualifications Business degree and/or basic understanding of financial reporting Demonstrates initiative and reflects a sense of urgency in daily duties Meets or improves upon deadlines Basic understanding of base building systems (i.e. including roof and structure, interior construction, HVAC systems, landscaping, parking lots, etc.) Basic understanding of the reconciliation process for CAM, insurance, real estate taxes Clear and concise written communication Ability to arrive at sound decisions in a timely manner Timely and consistent follow-through Ability to independently design and initiate calculations on spreadsheet Ability to develop and maintain a thorough and orderly filing system (including tenant, vendor, and contractor files) Displays good judgement when responding to customer requests Maintains positive and professional relationships with co-workers Portrays confidence with both actions and words. Maintains positive and professional relationships with tenants. Communicates reoccurring issues and complaints to property manager Receive and respond to tenant’s requests and work order calls in a timely manner and in accordance with the terms of each Lease Agreement Prepare accurate tenant billings for property manager’s review including: Accurately abstract each lease Annually audit each lease to ensure timeliness and accurate information Prepare and track tenant bill-backs (to include after-hours electric and HVAC consumption, nonstandard maintenance material and non-standard maintenance labor items) in accordance with the terms of each lease agreement Prepare periodic invoices as directed by the property manager for the following: Code property invoices, ensuring the following: Appropriate, executed contract on file for services performed at each property Appropriate purchase orders and packing slips on file for material purchases Ensure accuracy of invoice Where required, receipt of lien waiver Property Operations Requirements Make regular inspections of property with janitorial provider. Documents said inspections no less than once per month, follow-up with contractor in a timely manner regarding status of documented items. Assist property manager with performance oversight of all service contractors engaged to perform contract services Generate specifications for bid Verifies adherence to insurance requirements by all contractors and vendors Re-bid all service contracts annually to ensure best value (quality service at lowest cost) Meet regularly with property vendors to communicate property objectives Preparation of all correspondence to tenants and vendors Assist property manager with the development and maintenance of Tenant Service package, including: Maintain system for tracking tenant service calls Administer move-in/move-out procedures Communicate reoccurring tenant issues to property manager Update and maintain tenant request system, prepare lease abstract for new tenant file, prepare monthly rent roll for property manager’s review Maintain computerized maintenance work order system utilized on all properties Maintain computerized preventative work order system utilized on all applicable properties Maintain computerized purchase order system utilized on all properties Administrative Requirements Prepare and maintain the following property files in orderly and logical manner Leases, including: Lease copies, including addendums, amendments, etc. Current certificates of insurance Guarantees, Letters of Credit, etc. Correspondence to/from tenant Operating expense reconciliations Contracts, including: Current, executed contracts Current certificates of insurance Correspondence from/to vendors Bid forms Copies of bids from non-selected vendors Maintain current contract summaries utilizing the tenant work order system Prepare and maintain construction files, including copies of bids Executed contract and subsequent change orders Plans and specifications Prepare and maintain property invoice files, including: Copies of bids Executed contract, if applicable Copy of purchase order Copy of coded invoice submitted for payment #J-18808-Ljbffr