Property Administrator

Property Administrator

The Property Administrator plays a crucial role in ensuring the smooth operation and management of properties within the portfolio. This position is responsible for overseeing the day-to-day administrative functions, including tenant relations, lease management, and property maintenance coordination. The ideal candidate will work closely with property owners, tenants, and service providers to ensure that all aspects of property management are handled efficiently and effectively. By maintaining accurate records and providing exceptional customer service, the Property Administrator contributes to the overall satisfaction of tenants and the success of the property. Ultimately, this role is vital in enhancing the value and appeal of the properties managed under the umbrella.

Key Responsibilities:

• Maintain all aspects of the managed portfolio and/or on-site office to ensure the office functions in a smooth and efficient manner. Related activities include, but are not limited to, directly interfacing with tenants, vendors, owners, and the general public, dispatching maintenance personnel, and maintaining all required office supplies and materials.
• Support our property management team by interacting with tenants, assisting with budgets and financial reports, reconciling A/R accounts and coding invoices, interacting with vendors in most service industries, and tracking certificates of insurance.
• Act as a liaison between tenants and building staff to ensure our buildings are clean, functional and welcoming. You are accountable, collaborative, and demonstrate enthusiasm for implementing innovative ideas in a team environment.
• Establish and maintain required tenant files, including lease files. Follow procedures to document any tenant adjustments and modification utilizing billing change notice. Track tenant and maintain up-to-date emergency contact information.
• Assist Property management team in compiling monthly and quarterly reports.
• Review the rent increase reports on a monthly basis to ensure accuracy. Review property Rent Rolls on an ongoing basis for accuracy.
• Maintain/manage all related office manuals, files, computer files, and maintenance contracts.
• Other duties as assigned.

Minimum Requirements:

• Minimum of three (3) years experience in accounting and administrative work.
• Previous property management experience is preferred.
• Experience in reading and interpreting real estate leases/contracts.
• Real estate knowledge preferred.
• Must be highly organized and have ability to manage multiple projects simultaneously.
• Must have an appropriate level of assertiveness, a sense of confidence in dealing with difficult issues.
• Strong verbal and written skills are a must.
• Attention to detail and quality control are critical.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in property management of three (3) years or a related field.
• Must have an appropriate level of assertiveness, a sense of confidence in dealing with difficult issues.
• Strong organizational and multitasking skills.

Preferred Qualifications:

• Bachelor's degree in Business Administration, Real Estate, or a related field.
• Familiarity with property management software and tools.

Skills:

The required skills for this role include strong communication abilities, which are essential for effectively interacting with tenants and service providers. Organizational skills are crucial for managing multiple tasks, such as coordinating maintenance requests and maintaining accurate records. Attention to detail is necessary for ensuring compliance with property regulations. Preferred skills, such as proficiency in property management software, enhance efficiency in tracking leases and managing tenant information. Overall, a combination of these skills enables the Property Administrator to maintain high standards of property management and tenant satisfaction.

Working Conditions:

• Environment: Full-time, office-based role in a professional environment.

Schedule & Flexibility:

• Standard business hours with the potential for occasional extended or irregular hours to meet urgent needs.

Physical & Mental Demands:

• The role may require prolonged periods of sitting and computer use.
• Must be able to manage the mental demands of multitasking in a dynamic, sometimes high-pressure environment.
• Occasional off-site visits to meetings or events may be required.

Confidentiality & Security:

• Must adhere to strict confidentiality protocols while handling sensitive business information.
• Work is performed in secure settings, and the candidate must follow company guidelines to ensure data protection and privacy.

Physical Requirements:

• General Activity: The role is primarily office-based, requiring prolonged periods of sitting and extensive computer use. Must be able to remain seated for long durations while maintaining focus on detailed tasks.
• Mobility & Dexterity: Occasional walking between various office locations or meeting venues may be required. Ability to stand for short periods during meetings, presentations, or events.
• Lifting & Handling: Occasional lifting and moving of office materials, files, or equipment is required, with a maximum weight of approximately 25 pounds. Frequent use of fine motor skills for typing, filing, and handling documents.
• Environmental Considerations: Work is performed in a standard office setting with moderate noise levels. The position may occasionally require travel to external meetings or events, necessitating some physical stamina.