Property Administrator

About the role

Assist all customers and guests coming into the Management office. Answer, screen, and direct incoming calls as needed. Assist property and engineering teams with customer and vendor services.

Responsibilities

• Maintain management office, order supplies, stock breakroom, and coordinate repairs of office equipment.
• Open and distribute incoming mail, interoffice mail, and maintain files.
• Communicate with building teams, customers, janitorial day staff, and security throughout the day or as needed as issues arise.
• Manage technology systems to include: Angus, Lobby Directory, Enertiv submeters, Parking Analysis, conference room technology, digital display system, access card database, and data entry for utility tracking and benchmarking.
• Review Angus work orders throughout the day to ensure prompt response times.
• Enter requests from customers and others into the system as needed.
• Close out work orders as required and follow up to ensure customer satisfaction.

Customer Connection

• Assist with customer correspondence, including letters, memos, Angus notifications, and Mailchimp newsletters.
• Maintain customers lists and files.
• Track certificates of insurance for customers and assist in obtaining vendor insurance certificates.
• Coordinate estimates resulting from customer work order requests through Angus proposal function and complete related billback process.
• Implement Customer amenity program, and support Community Creation efforts for the market as requested.
• Coordinate customer events, negotiating contracts as needed.
• Facilitate misc. customer offerings.
• Market events to customers via memo blasts, lobby posters, lobby directory.
• Assist with the coordination of customer move-in / move-out.
• Coordinate and update new customer handbook in Angus.

Operational Accuracy

• Verify vendor is active in HQ; if not, complete new vendor set up.
• Create appropriate contract and work with appropriate parties to execute.
• Upload completed contract to Box.
• Continuously monitor expiring service contracts.
• Work with manager to conduct bidding process, as requested.

Accounting Support

• Code invoices for payment, as requested.
• Alternately, serve as subject matter expert for Adams Bridge AP Processing by answering questions related to invoices and ensuring processes are followed for POs and Billbacks.
• Enter and track purchase orders in Nexus.
• Prepare all customer manual billings including verification of sub-meter charges, after-hours HVAC, access cards, and misc. work orders.
• Monitor customer accounts receivables and complete all related forms, notices, and communications.
• Assist with operating expense pre-bills, reconciliation of prior year expense reconciliations and property tax refund correspondence and applicable back-up documentation.

Building Care

• Review Security’s Daily Activity Reports (DAR) each day; Alert management team of any unusual activity noted in the DAR; Create work orders for action items.
• Complete daily security pass down log and send to management team, security, engineering, and porter to notify of all contractors needing access into the building/suites.
• Conduct walkthroughs / property inspections with vendors and as part of the semi-annual building inspections.
• Coordinate vendor maintenance issues.
• Follow up on the status of vendor jobs.
• Update monthly janitorial cleaning inventories.
• Monitor fitness center for necessary maintenance items, and coordinate cleaning and supply orders.
• Manage conference room AV needs to ensure resources are in working order.
• Facilitate repairs with IT as needed.
• Monitor conference room reservations and ensure rooms are set-up according to customer requests and preferences.

Requirements

• High school diploma or general education degree (GED) required.
• 2 - 4 years of property management experience or strong administrative experience.
• Proficient in Microsoft Office Suite, including Outlook.
• Excellent customer service skills.

Physical Requirements

• Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
• Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
• Ability to lift and/or move up to 25 pounds.

Travel

Minimal travel, up to 5%.