Property Administrator

Overview

The Property Administrator (PA) reports to the Senior Property Manager (SPM) and Property Manager (PM) and works directly with the Building Engineer (BE) and Area Chief Engineer (ACE), providing support as needed to all team members. The PA must exhibit exceptional client service when communicating with tenants, prospective tenants, vendors and team members, while focusing on productivity and results. The PA assists the SPM and PM in implementing and administering policies, procedures and programs on a day‑to‑day basis to ensure projects are well managed and executed. Team members are expected to take initiative, assist with additional assignments from supervisors, and lend assistance to other team members. This role is pivotal to the success of our operations.

Responsibilities

• General Administrative: Open property management office (by or before 8 am) and close office (at 5 pm or later), turn equipment on/off, lock/unlock all doors. Answer general calls by third ring. Greet all visitors in a friendly manner. Send/distribute correspondence appropriately. Maintain postage meter and replenish as needed. Sign for deliveries and distribute appropriately. Open, sort and distribute mail appropriately. Keep work areas clean and organized. Keep waiting area, kitchen and conference room clean throughout the day. Responsible for all aspects of the office furniture and equipment. Keep all notices, lists, etc. in office current. Compose and create correspondence and memos. Maintain all tenant and vendor files.
• Accounts Payable: Code invoices for portfolio. Process invoices and accounts payable. Track budget vs‑actual costs for operating expenses (one‑time projects, tenant improvements, capital improvements, etc.). Ensure that expenses are paid in the month budgeted.
• Accounts Receivable: Review preliminary recurring charges, rent roll information and roll forward from prior month’s rent roll to current month’s rent roll. Test system for accuracy by reconciling with leasing startups and rent changes. Manage field‑level accounts receivable by accurate application of cash deposits, coordinating collection issues with property management personnel, and resolving misapplications. Prepare tenant bill‑backs on a monthly basis (including utility billings, work orders, labor charges, and after‑hours HVAC charges). Prepare and review tenant statements and manual invoices prior to mailing. Review and assist with preparation of annual tenant escalation reconciliations, tenant escalation letters, and assist with tenant questions and follow‑up. Contribute to the maintenance of positive tenant relations by professionally assisting with tenant questions relating to accounts receivable.
• Tenant/Building Administration: Prepare vendor service contracts, construction contracts and service orders. Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets. Prepare new tenant package including all forms, building information, etc. Set up new and maintain existing tenant lease files. Process tenant requests via phone, email or Building Engines. Follow up on work orders for maintenance staff. Update tenant contact information in Building Engines. Maintain updated monthly Tenant Parking Schedule and distribute to PM and parking operator. Maintain updated monthly Janitorial S.F. Report and distribute to PM and janitorial company. Issue all new building tenant keys and access cards as per request by tenant and PM. Update Security Access Card list and bill tenants accordingly. Maintain key log and key box. Print or order new signage requested by tenants or needed for new tenants to the building. Maintain current certificate of insurance log for all tenants and vendors; track expiration dates and ensure new certificates are issued on time. Track monthly utility meter readings for back‑charged utilities to specific tenants and bill accordingly.
• Special Projects: Assist PM with preparation of annual budget as directed. Assist PM with preparation of annual operating expense and tax escrows/reconciliations. Assist with other special projects as needed.

Qualifications

• Bachelor’s degree (preferred fields: Business Administration, Real Estate, Accounting)
• 1–2 years of experience in the real‑estate industry
• Ability to work in a fast‑paced, collaborative, results‑driven environment
• Exceptional verbal, written and organizational skills
• Excellent attendance
• Strong client‑service orientation
• Intermediate to advanced proficiency in Microsoft Word and Excel; experience with Yardi, Building Engines, Argus preferred
• Experience with financial issues and programs a plus
• Ability to keep information strictly confidential
• Positive attitude and highest level of professionalism
• Effective oral and written communication with owners, tenants and coworkers; professional phone manner; mature, self‑motivated team player with good conflict‑resolution skills
• Organizational/multi‑task skills: allocate time effectively, manage tight deadlines, work under pressure, handle multiple demands, adapt to change, detail‑oriented and accurate
• Decision‑making: resolve problems using facts and sound reasoning, achieve goals strategically, innovate and adapt to change
• Security clearance may be required if assigned to a federally leased property

Physical Requirements

• Work at a computer for extended periods
• Move throughout the property—including office areas, common areas, parking facilities, and tenant spaces—to support daily operations and tenant needs
• Work both indoors and outdoors as needed for property operations, tenant interactions, inspections, and special events
• Occasionally lift, carry, push, or pull files, office supplies, packages, and equipment weighing up to 25 lb
• Operate standard office equipment (computers, copiers, printers, scanners, telephones)
• Communicate effectively in person, by telephone, and through written correspondence with tenants, vendors, clients, and employees

Benefits

• Health, dental, and vision insurance
• Life & disability insurance
• Health Savings Account (HSA) & Flexible Spending Accounts (FSA)
• 401(k) plan with employer match
• Paid holidays, vacation, and sick time
• Parental leave
• Tuition assistance
• Matching gift program
• Voluntary employee‑paid benefits (critical illness & accident insurance, identity theft protection, pet insurance, etc.)

Company Overview

The RMR Group (Nasdaq: RMR) is a leading U.S. alternative asset management company focused on commercial real estate (CRE) and related businesses. With nearly 900 real‑estate professionals in more than 30 offices nationwide, RMR manages approximately $40 billion in assets under management and leverages over 35 years of institutional experience in buying, selling, financing and operating CRE. Recognized by The Boston Globe as a “Top Place to Work,” by the EPA as an “ENERGY STAR Partner of the Year,” and by BOMA for having a high number of BOMA 360 designated properties, RMR is headquartered in Newton, MA and was founded in 1986. Its mission is to create long‑term value for clients by managing investments and assets “like we own it,” guided by core values of integrity, performance, inspired thinking, teamwork