Job SummaryThe Portfolio Administrator assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Administrator may perform the duties of the Administrative Assistant. Essential Functions Leasing:Coordinate approval of and track process of leases, contracts, notices and other time sensitive documentsDistribute lease documents to Owner, Administrative Assistant and TenantCoordinate signage, keys and distribution of property information sheet to tenantReceive, code and track all invoicing related to lease commissionsPartner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” conditionAs directed by Manager(s), assist Administrative Assistant in maintaining lease and property files Financial and Reporting:Code invoices/payables in a timely manner each weekResearch problems with invoicesAssist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)Contact utility companies, vendors and contractors to obtain upcoming rate increases; compile data for Manager(s) and Accountant for final budget inputAssist Property Manager(s) in preparation of month Owner statements, assembles, copies and distributes financial reportsOperations:As assigned by Manager(s), respond to and resolves tenant concerns Follow through on any needed repairs or maintenance as directed by Manager(s)Assist Administrative Assistant in preparing vendor contracts for Manager(s) review and signatureAs assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issuesDistribute monthly accounting calendar and updates as needed throughout the monthMaintain Portfolio emergency contact information book, to include tenant and vendor information, ensuring accurate and up to date informationAdminister Purchase Orders and Work Orders in Corrigo CMMSTrack Tenant and Vendor insurance for compliance and expiration Tenant and Owner Relations:Maintain courteous, service-oriented rapport with tenants and ownersPromote and foster confident, comfortable relationships with tenants and ownersAs directed by Manager(s), oversee tenant move-in and move-out process As directed by Manager(s), conduct move-in and move-out walk-throughs with tenantCompose all welcome, termination and final inspection correspondenceRespond to tenant issues and assist Property Manager in resolving tenant concernsFollow-up with Tenant’s on service requests and manage Tenant work-orders in Corrigo CMMS Tenant Improvement Construction:Prepare proposal requests, distribute to general contractors and coordinate collection of bidsPrepare comparison spreadsheet from collected bids and assist Property Manager in selection of general contractor for projectPrepare Kidder Mathews contracts for project; track contract signing and distributionCoordinate communications with Tenant, Building Engineer and General Contractor during tenant improvement processAs directed by Manager(s), attend walk-throughs, with contractor and tenant during construction processAttend construction meeting; take meeting minutes and distributeReceive, track and code all invoices related to tenant improvements, building improvements and capital expendituresMaintain construction file Administrative:Provide administrative support for Manager(s), including phone support, preparation of correspondence, reports, memos and proposals, filing and distribution of correspondenceComplete weekly filingCompose letters as requested by Manager(s)Prepare Tenant Handbooks and Emergency Manual for distributionAssist in arranging sign and building directory changesMay order office supplies May coordinate maintenance of copiers/printer/fax machine Other FunctionsPerform other duties or projects as requested or required Essential Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions) Skills and Ability Good communication and organizational skills Ability to build relationships with clients, vendors and internal partnersProfessional communication etiquette with good oral and written communication skillsDemonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environmentAbility to speak, write and understand EnglishExceptional attention to detailStrong customer service skills with the ability to interface with prospective tenants, owners, employees and managementDemonstrated initiative and trouble shooting skillsDemonstrated understanding of the budgeting processDemonstrated understanding of lease documents and contractsDemonstrated ability to recognize high quality maintenance workDemonstrated ability to draft quality, well written letters, reports and memos Education/Education High School Degree or equivalent Required Knowledge PC literate (Internet, Word, Outlook, Microsoft Office Suite, Adobe Pro)Strong Excel skills EXPERIENCe REQUIRED3 years administrative experience required; commercial property management experience desired Work EnvironmentThis is a standard office environment with standard office noise like talking, office equipment, etc. Physical DemandsWhile performing the duties of this job, the employee is regularly required to talk and hear. This position is often active and may require standing, walking, bending, kneeling, stooping and crouching. The employee must sometimes lift and/or move items up to 10 pounds. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision, distance vision, peripheral vision, depth vision, color vision and the ability to adjust focus. Supervisory Responsibilities There are no supervisory responsibilities.