Job Description
Job Description
The Property Administrator will perform a variety of clerical and administrative functions assisting the operations and property management teams while complying with company procedures and guidelines. Maintain a working knowledge of assigned properties and understand the goals and objectives for each.
ESSENTIAL FUNCTIONS/TASKS
- Assist the Property Manager with overseeing day-to-day activities, meeting deadlines and priorities.
- Maintain and update certificate of insurance (COI) documents for all tenants and vendors.
- Post monthly rent statements to Tenant Portal – Rent Cafe, assist tenants with portal payment registration, minimize and collect unpaid rents, address rent defaults as required under direction of Property Manager. Review aged receivables on an on-going basis and work with team to resolve discrepancies as required in a timely manner.
- Update tenant contacts or information as needed.
- Respond and resolve tenant work order requests, or complaints in a timely and professional manner. Create timely and accurate billing of tenant work order bill-backs, meeting deadlines.
- Draft, review, and abstract lease documents as required.
- Answer main phone lines with promptness using professional phone etiquette. Assist callers when key personnel are out of the office.
- Greet and assist tenants, guests and vendors with a positive professional demeanor.
- Manage correspondence and document filling is done in compliance with company policies and procedures.
- Ensure correspondence and notices required under leases are mailed accurately and in a timely manner.
- Maintain tenant/vendor/building files and ensure accurate record keeping.
- Design, update and prepare various reports required for the properties or management.
- Develop and implement tenant appreciation events with team.
- Administer Tenant and Landlord compliance with terms of the Lease.
- Open mail, distribute, route (internal/external correspondence).
- Initiate move-in and move-out paperwork for accounting purposes and complete related paperwork for security deposit refunds or closing out a tenant account on a timely basis. Administer utility set-up/close-outs.
- Responsible for safe keeping of key and lock distribution to tenant suites following company procedure guidelines.
- Order office supplies. Maintain reception area and conference room.
- May be required to deposit checks.
- Work collaboratively with the operations team including other property administrators and property managers.
- Additional duties and special projects as assigned.
EXPERIENCE, TRAINING, SKILLS, ABILITIES REQUIRED:
- Minimum of 3+ years’ experience in an administrative, customer service role.
- Experience in supporting multiple team members and/or executive level support.
- Experience in a commercial property management desired.
- Accounts receivable/collections experience.
- Strong communication skills.
- Dependable, reliable, cooperative. Good interpersonal skills. Positive attitude, friendly and cheerful disposition in a team-oriented environment. Utilize good customer service skills at all times (face-to-face or via phone).
- Ability to read and interpret lease documents, strong analytical skills.
- Computer literate and proficient (Word for Windows), Spreadsheet application (Excel), Adobe Acrobat DC or DC Pro, Outlook. Strong and efficient computer skills necessary with knowledge of property management software systems desired (Yardi experience preferred).
- Familiarity with telephone system(s) in a medium-to-busy office. Professional telephone etiquette with friendly demeanor.
- Ability to handle multiple tasks; prioritize workload, work independently, coordinate, manage and communicate effectively in both written and verbal form. Ability to assimilate new information.
- Experience working with property management and leasing staff and outside contractors desired.
- Problem solving talents, proactive approach in role.
- Strong organizational skills, attention to details and ability to remain composed and flexible. Able to follow processes and instruction (written or verbal).
- Self-motivated with ability to follow-through and exercise good judgment; creative and resourceful.
- Professional (front office appearance & mannerism); maintain decorum in personal activities/conversation, exercise confidentiality at all times.
Education:
- High School Diploma or GED.
- Bachelor's Degree preferred
LICENSE OR CERTIFICATE REQUIRED:
- Valid Drivers’ License and registered automobile
Schnitzer Properties offer a full benefits package with medical, dental, vision, 401k, and FSA options as well as vacation, sick, and holiday pay.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.