What are the responsibilities and job description for the Customer Service Representative/ Property Administrator position at Wellington Management, Inc.?
Wellington Management, Inc. is an established 40-year-old commercial real estate management firm managing a portfolio of 100 commercial buildings in 24 communities of the Twin Cities Metropolitan area.
Our core business is built around managing property, and we exist to grow the metro that grew us through careful planning, development and project management.
The Commercial Property Administrator will be partnered with property managers, accountants and engineers, vendors and maintenance staff to provide excellent service to our tenants, owners and partners.
Responsibilities
Customer Service
- Answer/respond to all phone calls and email requests for service
- Input all work orders into work order software and assign to vendors
- Inquire/follow up with vendors if not on work order software
- Follow-up with vendors regarding status of work orders
- Update tenants regarding work order status
- Request quotes from vendors
- Coordinate work with tenant and vendor after approved quote has been received
- Weekly - review open work orders and contact vendors for status updates
- Send “Welcome Packets” to new tenants
- Contact tenants for monthly building hours
- Send out tenant memos - i.e. “Lost and Found” or annual building inspections
- Run reports as requested, including weekly work order reports for maintenance and distribute to accountants
- Update building hours and employee access electronically when necessary
- Send weekly building information sheet updates out
- Cover the front desk when necessary
Property Administrator
- Maintain and update all tenant and vendor contact information
- Work with property manager to acquire quote for seasonal work
- Maintain executed contracts, proposals and inspection reports and file on the network
- Schedule fire alarm, sprinkler inspections and other property preventative maintenance need and communicate this to the tenants
- Deduct meter readings and report to the City of St. Paul
- Prepare CAM Estimate and CAM Rec letters and prep for mail when signed and approved
- Monitor HVAC alarms and work with controls/mechanical vendors to resolve
- Arrange vendor visits with tenants when tenants are not on site
- Assist Accountants with tasks and information when requested
Qualifications
- Three to five years customer service experience; experience in commercial property management a plus
- Self-starter with a positive can-do attitude
- Excellent communication skills.
- Organized and very detail oriented
- Excellent time management; ability to juggle numerous projects at one time
- A problem solver with the ability to think creatively
- Ability to work independently and as a member of a team.
- Ability to adapt quickly to technology
- Experience with MS Excel, MS Word and Outlook
- Experience with work order/maintenance systems a plus
Working Environment
This is an on-site position located at Wellington Management’s St. Paul headquarters, with ample free parking.
Typical of a corporate office setting, Wellington Management’s office space includes frequent co-worker interaction and corresponding noise levels, and is subject to inside environmental conditions.
- is a standard office work role, which includes frequent sitting and occasional walking and/or standing; stand up desk equipment is available upon request
- involves frequent usage of a telephone, PC and standard monitors
- has minimal lifting requirements
Some positions require local business travel when needed to visit properties/sites.
Wellington Management offers a competitive salary commensurate with experience, including performance-based bonus opportunities. A competitive benefits package including medical/dental/vision insurance, 401k employer contribution is also included. Wellington Management contributes to your continued growth and development by way of educational assistance and costs of joining or belonging to industry related associations.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person