Property Administrator

This position is responsible for interaction with customers and vendors in a professional and courteous manner. Other duties will be to provide administrative support to the Property Manager and Assistant Property Manager with regards to financial reports, budgeting and accounts payable/receivable functions.

Responsibilities:

• Answer all telephone calls and pass them on the appropriate person and greet all guests in the management office.
• Open, sort and distribute all incoming mail.
• Monitor work order system to ensure that requests are directed to the proper personnel and make sure that the work orders are done in a timely manner.
• Make sure that the office is covered at all times to allow the Property Manager time to interact more with the tenants and their immediate building needs.
• Coordinate work with Tenant/Security/Vendors/Engineering to ensure all parties are aware.
• Code vendor invoices, enter invoices into the property management accounts payable program.
• Handle special janitorial requests and review every morning with janitorial supervisors.
• Review all security reports daily to determine any incidents during security hours and follow up.
• Organize and maintain the lease folders, construction files, and vendor files.
• Create forms, make copies, order supplies as requested.
• Manage all office equipment, order copy paper and ink cartridges, keep machines full and maintained.
• Help coordinate all tenant events.
• Assist in gathering, compiling and sending out monthly reporting packages.
• Generate all special billings for tenants.
• Send out monthly rent statements.
• Help with collections for aged receivables.
• Maintain all office files, appropriate documentation, and systems to ensure all information is up to date and accurate.
• Maintain fire evacuation plan, tenant manual and emergency procedures manuals.
• Confirm clearance in the building, check out keys, and maintain access records.
• Maintain certificates of insurance
• Assist with all coordination needed for the Conference Center.
• Performs any additional duties that might be assigned by the Property Manager or any officers of the Company.

Desired Competency, Experience and Skills:

• High School Diploma.
• Two to Three years of prior administrative experience is preferred.
• Must possess a team-oriented, winning attitude.
• Bookkeeping knowledge preferred.
• Available to work 8:00 am – 5:00 pm.
• Proficient in Microsoft word, excel and outlook.
• Excellent written and verbal communication is required in addition to strong planning and organization skills.
• Strong prioritization skills

Physical demands:

Sitting 70%

Walking/standing 30%

Bending/stooping periodic

Reaching/touching reach with hands and arms; use hands to finger, handle or feel objects, tools or controls

Lifting up to 10 lbs.

Visual close/distance/peripheral vision, depth perception, color differentiation and ability to adjust focus

Auditory hear voices in both small and large group environments;

hear alerts from office automation and building systems

Verbal speaks one-on-one and in groups, in person and via telephonic devices

Mental demands:

Logic, analysis, judgment, discretion, memory appropriate for the functional level.

Environment:

Work is primarily indoors in a climate-controlled office setting. Noise level is usually moderate.

The physical, mental and environmental characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.