Job Description

Job Title

Property Administrator/Office Manager

Reports to

COO (subject to change)

Position Summary:

This position incorporates multiple administrative duties encompassing those of a Property Administrator and Office Manager.

The Property Administrator is a key member of the Property Management team and is responsible for carrying out the administration of the day-to-day operations of the commercial real estate portfolio.

The Property Administrator will be responsible for all phases of hard and soft lease files, including reviewing and monitoring leases prior to execution and throughout the lease term, monitoring critical lease duties, calculating rental escalations and initiating appropriate action in the event of tenant defaults.

Maintains electronic files as well as abstracts in YARDI; performs continual lease audits, works with property management to ensure lease compliance, works with accounting and property management on operating expense reconciliations.

The position will include primary responsibility for office-related administrative functions and Lease Administration to include all lease administration functions, answering phones, mail processing, bulk mail preparations, office operations (copier/supplies/postage/events), along with other duties that may arise and administrative special projects.

Position Responsibilities:

PROPERTY ADMINISTRATION

• Lease file set up and upkeep; Maintain hard copy and electronic Master Lease files, including floor plans, CAD files, etc.
• New property file set up
• Abstract all new leases, maintaining critical dates and follow up.
• Implement leases into Yardi.
• New property deliverables (tenant welcome letters, tenant data information, vendor change)
• Review rental increases and communicate or send any notices that need to be sent to tenants.
• Work with property management to ensure preparation of delinquency notices.
• Data entry (Yardi/Excel/Workorders, other) for tenant set up, annual budgets, etc.
• Work with property management on tenant interactions, notifications and event planning
• Prepare and deliver (via USPS & email) letters for various communications to tenants.
• Track life safety for compliance at each property
• Manage all access control requests and update building access hours as necessary.
• Handle communication and requests from tenant and vendors as needed.
• Visit properties as needed to perform inspections and/or meet with vendors.
• All other duties as assigned and associated with the day-to-day operation of a commercial real estate portfolio.

OFFICE ADMINISTRATION

• Greet office visitors/ Answering phones
• Coordinating service requests for office equipment (copier/computer/IT/phones/postage)
• Filing
• Working with leasing/brokerage teams on mailers
• Office supply ordering
• Mail processing (outgoing and opening/sorting/delivering incoming)
• Other duties as required

Position Qualifications:

Required

• Bachelor’s degree at an accredited college or university; or
• Five to seven years related experience and/or training; or
• Equivalent combination of education and experience

Preferred

• Microsoft product experience
• Yardi database experience

Knowledge, Skills, and Abilities

• Must use Excel proficiently
• Effective problem-solving and influencing skills
• Strong organizational, self-motivation, and decision-making skills
• Ability to manage multiple priorities in a fast-paced environment
• Ability to work independently and collaboratively, as needed
• Ability to develop strong relationships and work with all levels of employees
• Strong time management skills

Essential Physical Functions:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Activity

• Carrying Writing Bending Stooping Grasping
• Standing Twisting Sitting Lifting Walking
• Using computers, telephone, and mobile device keyboards
• Communicating with internal and external stakeholders

Physical Requirements

• Push, pull, lift or carry up to as much as 25 pounds occasionally

Visual/Audible Acuity Requirements

• Must be able to read and distinguish small print
• Must be able to speak clearly and make yourself understood while also understanding others using the English language

Work Environment

• Moderate noise level

Direct Reports:

This position has no direct reports

THE COMPANY values flexibility and the willingness to take on new challenges. As opportunities arise and work responsibilities change, your job description will be adjusted to meet the organization’s needs.'

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Employment at Insite Properties is at-will.

Insite Properties is an Equal Opportunity employer. We are committed to providing equal opportunities to all employees and applicants without regard to race, religion, color, sex, gender identity, sexual orientation, national origin, ancestry, citizenship status, uniform service member status, marital status, pregnancy, age, protected medical condition, disability or any other protected status in accordance with all applicable federal, state and local laws.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person