Property Administrator

POSITION SUMMARY

The Property Administrator is responsible for working directly with the Property Manager in performing clerical and administrative assignments at a vibrant downtown Minneapolis Class A office building. The Property Administrator will also work directly with Property Manager to assist in the management of the operations of the Building. The Property Administrator must be a team player. 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 while representing Transwestern in the highest professional manner.

POSITION ESSENTIAL FUNCTIONS

Provide full administrative support for the Property Management team including phone support, typing, reports, filing and distribution of correspondence. Schedule and coordinate meetings/special events as requested. Prepare service contracts. Create and maintain vendor files. Create and maintain lease and property files. Track and file all service and construction contracts. Maintain follow-up system for expiration. Track and file vendor and tenant insurance certificates. Maintain insurance tracking system database. Collect and track Tenant percentage rent reports. Coding and processing of vendor invoices and accounts payable daily. Maintain invoice allocation spreadsheet and audit per budget for accuracy. Promote and foster positive relationships with management team, tenants and owners. Maintain purchase order/expense tracking system alongside Ops Manager and Engineering. Oversee operational contracts such as janitorial, painting, window washing, as Property Manager sees fit.

ADMINISTRATIVE RESPONSIBILITIES

Process service contracts, leases, amendments, exhibits, side letters, and general correspondence. Set up and maintain electronic tenant, prospect, vendor and general correspondence files. Prepare forms including property, team member and any other required forms. Periodically assist in mass mail‑outs requiring addressing, sorting, labeling, and stamping utilizing interoffice, delivery services, and mail systems, including bulk mail. Assist with client and team member events (planning & execution). Assist in preparing presentation materials for managers in preparation for tenant/client presentations. Assist with the preparation of meetings. Maintain and oversee the building work order system.

COMMUNICATION REQUIREMENTS

Greet tenants, prospective tenants, vendors, and guests. Answer questions and/or understand how to get questions answered. Take messages for Property Management team. Screen calls and provide information when appropriate. Direct callers to the appropriate parties.

OTHER

Assist with the preparation of tenant move‑in packages; order tenant gifts as needed. Maintain parking/building access card records. Provide administrative support for capital and tenant improvement projects. Additional duties or projects as assigned by Property Manager. Complete vacancy walk‑throughs to verify they are ready for showings. #J-18808-Ljbffr Bomampls