Property Administrator

Summary :

Provide administrative and operational support to the assigned Property Manager(s) ensuring the highest level of quality, confidentiality, and professionalism.

Key Responsibilities :

General Administrative Support

Process invoices for portfolio properties on a regular and ongoing basis

Receive, prioritize and distribute mail and telephone correspondence, may draft written responses when necessary.

Create and maintain an accurate and efficient filing system for tenant files, lease files, lease termination, management agreements, vendor files, service agreements, vendor certificate of insurance, maintenance contracts, policies and procedures manuals, property / portfolio manuals, tenant manuals, and electronic files.

Prepare business expense reports and ensure that all expenses are submitted for approval within one business day of receipt.

Schedule and coordinate complex activities such as onsite & offsite meetings, conferences, monthly Property Management meetings, department activities, and annual Company retreat.

Type and design general correspondence, memos, charts, tables, graphs, reports, presentations, etc.

Create and maintain visual presentations, flyers, direct mailings, newsletters, and other marketing materials while adhering to the Company's strict graphic standards on all documents and presentation materials.

Schedule and coordinate complex travel arrangements including airfare, hotel accommodations, and ground transportation.

Participate in Administrative Assistants' shared duties (i.e. : receptionist area coverage, kitchen duties, etc.)

Assist with special projects as needed.

Property Manager Support

Assist assigned Property Manager(s) with tenant, property owner, project developer, etc. relations by preparing tenant welcome letters, renewal gifts, and written communication.

Dispatching maintenance personnel as directed by Property Manager(s).

Audit tenant lease files and tenant insurance certificates to assure compliance with company policies and procedures.

Create and distribute building correspondence, building maintenance correspondence, and building holiday notification as directed by assigned Property Manager(s).

Maintain YARDI database working with leasing admin including adding new tenant, lease, and billing information, as well as management agreement and lease agreement abstracts.

Assist with various accounting tasks related to budgets, billing, Executive Summaries, property rent rolls, tenant rent statements, billing change notices, tenant payments, tenant ledgers, accounts payables and receivables, collections, etc.

Assist with the production and maintenance of property books and tenant manuals.

Prepare and distribute delinquency reports, rent increase reports, Tenant and Vendor Contact List including emergency numbers, etc.

Assist in reviewing other legal documents and working with Legal Department with any documents relating to property management, including but not limited to, Service Agreements, legal correspondence, etc.