What are the responsibilities and job description for the Property Administrator position at Bradford Allen?
About Bradford Allen:
Bradford Allen is a Chicago-based, national commercial real estate firm that offers a full array of brokerage services to entrepreneurial, not-for-profit, and corporate business entities. Our realty services team provides strategy, marketing, and transaction execution for occupiers, investors, and owners of commercial real estate. Bradford Allen professionals create flexible solutions through a high level of expertise, persistence, and a singular focus on client objectives. Our integrated services platform includes Tenant Representation, Landlord Representation, Property & Asset Management, Consulting & Advisory Services, and Project & Construction Management.
Bradford Allen professionals create flexible solutions for our clients through their experience, commitment to solving the most difficult problems, persistence, loyalty, hard work, and a singular focus on client objectives.
Position Summary:
The Property Administrator is responsible for supporting tenant relationships, property operations, budgeting and reporting under the direction and guidance of the General Manager. This position will provide administrative support to our high-rise office property management team.
Essential Functions:
- Greet all management office guests and answer all phone calls promptly.
- Ensure that the management office is covered to allow the Property Manager time to interact with the tenants and their immediate building needs.
- Open, sort and distribute all incoming mail.
- Draft, prepare and distribute tenant and vendor correspondence.
- Generate work orders from tenants and then follow up with the engineers to make sure that the work orders are completed in a timely manner.
- Handle special janitorial requests and review every morning with janitorial supervisors.
- Assist with regular inspections of the properties and grounds to ensure that the appearance and operation meets company standards.
- Under the direction of Property Management, coordinate the administration of vendor service contracts and request for proposal process.
- Code vendor invoices, enter invoices into the property management accounts payable program, add new vendors, research and reconcile vendor accounts.
- Assist in gathering, compiling and sending out monthly reporting packages.
- Assist with preparation of annual and quarterly budgets and variance reports.
- Generate all special billings for tenants.
- Assist with collections for aged receivables.
- ·Assist Lease Administration and General Manager in annual reconciliation of Common Area Maintenance expenses.
- Assists with Lease Abstracting as needed.
- Assist in construction expense tracking, invoice processing, billings, etc.
- Organize and maintain all office files and appropriate documentation (including lease folders, construction files, vendor files, and building operations handbook).
- Coordinate and assist in implementing fire procedures for the customers including fire captain meetings and fire drills with the local fire department.
- Assist in updating Emergency Evacuation Procedures.
- Create forms, make copies, order supplies as requested.
- Manage all office equipment, order copy paper and ink cartridges, keep machines full and maintained. Expenses must be in line with the budget.
- Help coordinate all tenant events and special tenant communications.
- Assist with coordination of tenant move-in and move-out processes.
- Maintain contact lists for tenants, vendors, building staff and property management.
- Track and maintain tenant and vendor certificates of insurance.
- Perform any additional duties that might be assigned by the property management team.
Knowledge and Skill Requirements:
- Demonstrated commitment to customer service and a track record of exceeding customer expectations.
- Professional presence and courteous manner.
- Must possess a team-oriented, positive attitude.
- Proficient in Microsoft Word, Excel and Outlook.
- Requires basic knowledge of financial terms and principles.
- Ability to multi-task and prioritize and utilize time management skills.
- Organizational skills and the ability to maintain an orderly work area are critical.
- Self-starter with highly effective independent work skills that can function effectively within a team environment.
- Ability to problem solve and ask clarifying questions to ensure understanding.
- Capability to adapt to new procedures as necessary in a thriving workplace.
- Must be willing to work overtime as needed.
Education:
- Bachelor's degree preferred.
- Two to three years of prior administrative experience required, preferably within property management industry.
- Microsoft Office Programs proficiency required.
Benefits:
- 401(k) matching
- AD&D & LTD insurance
- Dental insurance
- Health insurance
- Vision insurance
- Health savings account
- Paid time off