Property Management Administrator

Position Overview : The Property Management Administrator supports Property Managers and Asset Management Director and is responsible for providing administrative services and support for property management’s daily operations functions and processes. Regularly works with confidential materials and matters, processes time-sensitive documents and maintains detailed informational spreadsheets and schedules. Tasks will include but are not limited to office operations, tenant services and relations, coordination of work orders, drafting service agreements, and tenant and vendor correspondence.

Starting salary range: $55,000 - $63,000

The actual base pay offered to a candidate will depend on factors including but not limited to qualifications, skills, education, and experience. Base pay is just one component of our total rewards package offered to employees. In addition, A&B provides a variety of other employee benefits.

DUTIES AND RESPONSIBILITIES

Administrative
• Drafts Rights of Entry (ROE) and service agreements, obtains necessary vendor documentation, routes for execution and submits completed packets to contracts administrator, as well as conditional/completion lien releases and invoice submittals.
• Works with EBIX to ensure tenant insurance requirements are in compliance.
• Fields and responds to customer and tenant calls and inquiries.
• Monitors and responds to the global property management emails and regularly maintains email distribution lists.
• Maintains and updates contact lists for all vendors, tenants and key community members and organizations.
• Communicates with the A&B corporate functions to address office and technical issues.
• Manages schedules for community meeting rooms, including all required insurance and/or ROEs.
• Schedules and coordinates group meetings and conference calls.
• May perform general administrative tasks such as travel arrangements and monthly expense reports
• If in a regional office: may be responsible for office supply ordering, organizing physical files and online files, receiving and sending mail and purchasing postage as needed, courier deliveries, document destruction services, maintaining office equipment, office water delivery and special case orders, monthly kitchen supply replenishment, and ensuring office is in a clean and good condition with respect to maintenance and janitorial needs.
• Assists team members with special projects as assigned.

Physical Property Management
• Facilitates strategic operations goals for the properties by supporting the PMs through frequent vendor interactions and inquiries, daily interaction with property vendor teams.
• Tracks annual inspection requirement dates and submits necessary requests for elevator and backflow inspection/testing processes.
• Coordinates meter readings with maintenance team at certain properties and creates spreadsheets to facilitate utility bill backs.
• Assists with managing vendors, tour operators and other property visitors
• Represents property managers on-site if necessary
• Addresses work orders and operational issues (roof leaks, plumbing, etc.) on a timely basis.
• Prepares Service Agreements, collects COIs, tracks status, and assists in uploading into Procore.

Accounting and Fiscal Management
• Works with the Accounts Payable department to ensure timely and accurate processing of invoices. Reviews and codes invoices for PM approval.
• Collects rent checks and forwards to lockboxes.
• Reviews tenant statements/invoices for discrepancies to try to resolve with tenant and/or identify for accounting.
• Prepares manual billings and maintains spreadsheet to facilitate bill-backs to tenants.
• Ensures proper allocation of vendor service expenses to cost centers.
• Performs variance analysis and financial statement review at the direction of property managers.
• Assists with tracking tenant delinquencies.

Tenant and Community Relations
• Acts as Landlord representative in dealings with Tenant.
• Reviews and references tenant leases, if necessary.
• Prepares tenant mailings and memos including default notices, emergency preparations and other A&B communications.
• Corresponds with tenants, vendors, and the community with regards to operations.
• Coordinates periodic tenant meetings including all logistics.
• Prepares and distributes welcome packets and gifts for new tenants.
• Manage tenant mailbox directories and key distribution.
• Collects tenant sales reports, Creates and reviews tenant sales reporting worksheets and corresponds with tenants regarding lease requirements
• Ensures tenant’s compliance with lease requirements including insurance.
• Seasonal outreach with city/county facilities department relating to periodic events (Christmas lights, festivals, etc,)

Marketing
• Supports the Marketing team with promotional programs and key periodic events such as the July 4th Fireworks, Fall Festival, Halloween Event, Christmas Tree Lighting, Christmas decorations and other ad-hoc promotional events.

QUALIFICATIONS

• Bachelor’s Degree preferred.
• At least 1 year of commercial real estate property management or operations experience, or administrative support in a high-activity business operations office.
• Software skills: MS Office (required), Yardi (preferred), Adobe Acrobat, ability to quickly embrace online resources and applications.

A&B is Hawai‘i’s premier commercial real estate company. We own, operate and manage retail and industrial properties throughout the state. Our 150+ year history traces an extraordinary evolution, growing from a partnership that cultivated Hawai‘i’s land into a diversified company that became one of America’s leaders in agriculture, ocean transportation, and land stewardship and development. Today, as Partners for Hawai‘i, A&B is committed to utilizing its long history, deep relationships and extensive resources to improve Hawai‘i’s communities and create value for all of our stakeholders. By embracing innovation, like our founders, we will transform our organization and make it more effective in addressing new challenges and opportunities in an everchanging business environment.

A&B is an equal opportunity employer. Applicants are considered for positions without discriminating on the basis of race, color, religion, national origin, ancestry, citizenship, sex, gender identity or expression, age, disability, genetic information, military or veteran status, marital status, sexual orientation, domestic or sexual violence victim status, credit history, arrest and court record, reproductive health decision, or other characteristics protected under applicable state and federal laws, regulation, and/or executive orders.