The Property Administrator answers the main phone line and handles incoming guests. They assist the operations and property management teams with a variety of administrative tasks to help oversee the management of the properties.

ESSENTIAL FUNCTIONS/TASKS

• Assist the Property Manager to oversee day-to-day activities, meeting deadlines and priorities.
• Administer and maintain government-required compliance.
• Create, file, and email memo/letter correspondence with accuracy in a timely manner.
• Maintain tenant/vendor/building files and good record keeping.
• Design, update, and prepare various reports required for the properties or management. 
• Respond and resolve tenant work order requests and complaints in a timely and professional manner. Create timely and accurate billing of tenant work order bill-backs, meeting deadlines.
• Administer tenant and landlord compliance with terms of the Lease.
• Prepare lease documents or tenant notices as required including lease abstracts. 
• Prepare Service Agreements/Contracts/MSC as needed.
• Assist tenants with portal payment registration, minimize and collect unpaid rents, address rent defaults, as required under direction of Property Manager. Review aged receivables on an on-going basis and work with team to resolve discrepancies as required in a timely manner.
• Update tenant contacts or information as needed in Yardi. 
• Maintain and update certificate of insurance (COI) documents for all tenant and vendor contractors in Yardi.
• Initiate move-in and move-out paperwork and complete related paperwork for security deposit refunds or closing out a tenant account on a timely basis. Administer utility set-up/close-outs.
• Assist with Monthly Expense Report Preparation.
• Additional duties and special projects as assigned.

Experience, TRAINING, SKILLS, abilities REQUIRED:

• Minimum of 3 or more years’ experience in an administrative, customer service role.
• Experience in supporting multiple team members and/or executive level support.
• Experience working within a commercial property management office preferred.
• Familiarity with accounts receivable/collections preferred.
• Strong written and oral communication skills, including the ability to communicate across digital platforms and in-person.
• Dependable, reliable, and adaptable. Uses critical thinking, collaboration, and a proactive approach in role.
• Ability to read and interpret lease documents, strong analytical skills.
• Computer literate and proficient, Spreadsheet application (Excel), Adobe Acrobat DC or DC Pro, Scanner, Outlook. Strong and efficient computer skills necessary with knowledge of property management software systems desired (Yardi experience preferred).
• Above average skills in grammar, spelling, and math.
• Familiarity with telephone system(s) in a medium-to-busy office. Professional telephone etiquette with friendly demeanor.
• Ability to handle multiple tasks; prioritize workload, work independently, coordinate, manage and communicate effectively in both written and verbal form. Ability to assimilate new information.
• Experience working with property management and leasing staff and outside contractors desired. 
• Strong organizational skills, attention to details and ability to remain composed and flexible. Able to digest new information, follow processes, and instruction (written or verbal). 
• Self-motivated with ability to follow-through and exercise good judgment; creative and resourceful.
• Exercise professionality in appearance and mannerism); maintain decorum in personal activities/conversation, exercise confidentiality, and fiduciary responsibility at all times.

Education:

• High School Diploma.
• Bachelor’s Degree preferred.

LICENSE OR CERTIFICATE REQUIRED:

Reliable means of transportation to get from location to location.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.