Founded in 1969, Kidder Mathews (www.kidder.com) is the largest, independent commercial real estate firm on the West Coast, with more than 900 real estate professionals and staff in 20 offices in Washington, Oregon, California, Nevada, and Arizona. We offer a complete range of brokerage, property management, appraisal, consulting, and debt & equity finance services for all property types. The firm performs $10.9 billion in transactions, manages over 62 million square feet of space, and conducts over 2,600 appraisals annually. Kidder Mathews is an expanding, dynamic, vibrant and entrepreneurial firm and has been consistently recognized as a 'best place to work' in multiple markets on the West Coast. Kidder Mathews Property Management is looking for smart, structured, and highly-motivated individuals. Our compensation is competitive with a full suite of benefits offered. Each office also provides full administrative and technical support in a professional environmentJob 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 FunctionsLeasing: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 filesFinancial 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 concernsFollow 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 expirationTenant 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 processAs 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 CMMSTenant 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 fileAdministrative: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 suppliesMay coordinate maintenance of copiers/printer/fax machineOther FunctionsPerform other duties or projects as requested or requiredEssential QualificationsTo 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 AbilityGood communication and organizational skillsAbility 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 memosEducation/EducationHigh School Degree or equivalentRequired KnowledgePC literate (Internet, Word, Outlook, Microsoft Office Suite, Adobe Pro)Strong Excel skillsEXPERIENCe REQUIRED3 years administrative experience required; commercial property management experience desiredWork 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 ResponsibilitiesThere are no supervisory responsibilities.Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at https://kidder.com/careers/.Other detailsJob Family Property ManagementPay Type HourlyMin Hiring Rate $20.00Max Hiring Rate $25.00Apply Now#J-18808-Ljbffr

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