Property Administrator

Job Type Full-time Overview The Property Administrator works directly with the Senior Property Manager and the Assistant Property Manager to perform clerical and administrative assignments for assigned properties/projects. The role requires legendary customer service when communicating with tenants, prospective tenants, owners, and vendors while focusing 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 and 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 B, 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 and 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 approval. Assist with coordination of Tenant Marketing Events. Process AP in Nexus daily. Assemble and distribute monthly billings for tenants. Continually update building online platforms. Administrative Responsibilities Prepare contracts, purchase orders, obtain proposals when required, tenant memorandums, and daily security memorandums. Distribute to appropriate parties. Prepare Pricing Agreements for Billable Orders. Follow up on Rise service requests. Compose and type correspondence. Prepare financial spreadsheets. Computer set up and maintain tenant, prospect, vendor, and general correspondence. Communication and Other Requirements Greet tenants, prospective tenants, vendors, and guests. Take and convey messages. Answer questions and/or find how to get questions answered. Provide back‑up to Amenity Services Coordinator for scheduling onsite, building conference, and training rooms. Place outgoing calls, take messages for SPM/APM, screen calls, and provide information when appropriate. Direct callers to appropriate parties. Oversee Office Property Assistant for tenant move‑in/move‑out tasks. Interface daily with janitorial and security personnel. Prepare Tenant Pricing Agreements for 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 Intermediate to advanced proficiency in Word, Excel, and Outlook. Experience with 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. Ability to handle multiple projects, changing priorities, and a continually heavy workload. Exceptional oral and written communication skills. Strong customer service orientation. Ability to communicate by telephone, e‑mail, video conferencing, satellite broadcasting, and in person. Proficiency with computer and various software packages throughout the day. Use of office and audio‑visual equipment. Physical Demands Requires sufficient personal mobility and physical reflexes to perform tasks in a general office environment as outlined above. Work Environment The work environment is generally quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #J-18808-Ljbffr