The Property Administrator performs administrative functions relating to the daily operation of a 38-story office/retail building in a “First Class” manner, and provides administrative and project support to the General Manager (GM) and Property Manager (PM).
Responsible for Building Management Office Opening and Closing process
Acting as first contact for tenant service calls
Direct tenant service requests to engineering, vendors or janitorial staff (via radio & iPhones)
Tenant and vendor relations, including drafting correspondence as directed by General Manager or Property Manager
Code and process all invoices, including entering in MRI Accounting System
Request W-9 and OFAC (Office of Foreign Assets Control) forms from new vendors and contractors to set up in accounting system
Maintain accurate and complete Building Office files and records
Issue parking garage validations, as directed by General Manager or Property Manager
Maintain Vendor and Emergency Lists
Maintain certificate of insurance file, ensuring current copies on file for all vendors
Open and distribute incoming mail
Produce purchase orders for all contract materials or services ordered
Prepare memos and notices to tenants in building
Assist in coordination of tenant events, deliveries, and moves
Process building access requests (for after-hours or building staff assistance)
Maintain and print daily Building Notes and Calendar
Assist with tenant move-ins (keys, welcome event, Building Engines and BluBky set-up) and move-outs
Assist in budget preparation
Obtain vendor bids for special work and/or regular services, where needed to fulfill tenant service requests
Prepare vendor service contracts and maintain contract summary
Respond to vendor calls regarding outstanding invoices
Responsible for maintaining Energy Star Portfolio Manager
Maintain record logs and collect various data reports to maintain LEED certification
Assist General Manager or Property Manager in above duties for other managed properties, as needed
Other duties as may be assigned by the General Manager or Property Manager
Skills: Computer literate in Outlook, MS Word, Excel, and MRI a plus. Very good written and oral communication skills. Strong customer service skills. Must be able to multi-task in a fast paced environment. Must be organized, self-motivated and be able to work well with others.
Education: Business College or an A.A. Degree preferred.
Experience: Minimum of two years in a professional business environment, property management experience a plus.