The Senior Property Administrator reports directly to the President and provides high level administrative support for the office with minimal or no supervision.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Track and verify all pertinent insurance information (liability, workers comp, disability, etc.) requested from tenants, contractors and service/maintenance professionals.
- Ensure regulatory compliance and effective management of risk and liability for properties
- Assist with the coordination of tenant services, communication and retention
- Code invoices for review, approval and payment
- Draft, prepare and distribute correspondence, reports, statements, contracts, leases, modifications and assignments
- Calendar, scheduling and meeting coordination/arrangements
- Maintain tenant, vendor and property files
- Prepare internal lease administration documents
- Prepare real estate commission billings and track payments
- Monitor all open environmental matters (review and pay bills for environmental engineers and attorneys, track progress, coordinate on-site work, issue updates, etc.)
- Prepare and submit documents required for tax certiorari filings – monitor progress, maintain files and issue updates
- Prepare and submit documents required for annual insurance renewal – monitor progress, maintain files and issue updates – prepare client bills for distribution
- Process and maintain pending insurance claim files
- Assist in the preparation and compilation of property reports
- Review prospective tenant applications and run credit reports
- Assist with tenant complaints and lease compliance issues
- Prepare legal billings and track payments
- Handle incoming phone requests related to managed properties, vendors or tenants
- Coordinate process by which tenants take possession/vacate premises (paperwork for new utility services, inspections, insurance requirements, etc.)
- Process work orders and track progress of completion and tenant satisfaction
- Assist with property inspections and the supervision of the maintenance staff, vendors and third-party contractors
- Research vendors and collect bids for various maintenance and renovation projects
- Coordinate and schedule all mandated equipment testing (fire sprinkler, fire alarm, elevator, backflow, fire extinguishers, etc.)
- Review, monitor and resolve issues related to equipment contracts, maintenance and/or testing
- Provide the controller with tenant billing adjustments (e.g., late fees, penalties, recoveries, special charges, etc.)
- Assist with leasing inquiries, update listing information, target prospective tenants and craft on-line marketing campaigns
- Prepare and distribute critical date reports and maintain tickler system for tracking important dates and tasks
EDUCATION/EXPERIENCE
- Bachelor degree
- At least 10+ years of experience with providing senior executive-level administrative support in a commercial real estate setting
CAPABILITIES AND QUALIFICATIONS
- Ability to read, understand and interpret lease agreements, lease abstracts, insurance documents, service agreements and construction contracts
- Ability to prepare well-written reports, business correspondence and procedure manuals
- Ability to effectively present information and respond to questions from supervisors, colleagues and clients
- Excellent written and verbal communication skills, a positive attitude, problem solving abilities, organizational and analytical skills and a strong focus on customer service
- Demonstrated ability to work both independently and in a team environment
- Ability to proofread for grammar and punctuation with a high level of accuracy
- Ability to multi task and prioritize projects
- Attention to detail and self-motivation
- Demonstrated leadership and interpersonal skills
- Proven financial and accounting acumen
- Strong computer skills with a working knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Windows OS, (knowledge of Timberline or Yardi a plus)
BENEFITS
- Employee healthcare package
- 401k plan
- Profit sharing plan
- Annual performance bonuses
- Paid holidays and vacation/time-off