As a Property Administrator you will provide administrative and customer service support to the Property Management team, as well as tenants and vendors. Organizing and coordinating tenant and vendor files, incoming mail, fielding tenant and vendor requests, as well as conducting front desk reception services as necessary for the success of the management office. Qualified candidates must possess a can-do attitude, a positive demeanor, team player mindset, the ability to multi-task, prioritize, and complete assigned tasks in a timely manner.
Responsibilities Include:
Field all telephone calls and online work orders, and transfer/assign to the appropriate team member or building staff member.
Manage the online tenant work order system, Workspeed.
Collect and distribute mail to the appropriate team member.
Greet all clients and guests as they arrive.
Maintain all tenant and vendor files, in both hard format and electronically on the Shared Drive.
Train and assist with Property Coordinator or Assistant Property Manager on Accounts Receivables by entering cash receipts into MRI.
Train and assist with Accounts Payables by coding and entering invoices into MRI.
Assist Assistant Property Manager in rental collections from tenants, and invoice collections from vendors.
Assist Management team in matching and mailing all tenant statements, monthly.
Create and coordinate the shipment of all FedEx and Overnite Express shipments for the GMI office.
PROPERTY ADMINISTRATOR
Assist in coordination of tenant move-in process: prepare tenant welcome packet, coordinate execution and delivery of lease agreements, coordinate distribution of suite keys and/or key FOBs, obtain tenant emergency contact information.
Assist in coordination of tenant move-out process and prepare move-out paperwork.
Attend in-house and off-site GMI meetings. Create meeting agendas and take meeting minutes, and maintain files on the S Drive for future reference.
Review all templates and forms on M Drive for each property to ensure forms are up to date and correct (TAR form, Manual Billing form, Vendor Services Agreement, Vendor Abstract form, Memorandum of Lease Terms, Meeting Agenda, Meeting Minutes, Property Walk Notes, etc).
Track and file certificate of insurance forms for each vendor and tenant at each property.
Assist in planning tenant appreciation activities and events, including but not limited to holiday events and gift basket coordination.
Provide administrative support to the Property Coordinators and full Property Management team in addition to special tasks/projects for the Accounting team.
Qualifications
Proficient in Microsoft Word, Excel, Outlook and Power Point.
Experience with MRI Accounting Software and/or Yardi Accounting Software is favorable.
Superior time management, organizational and interpersonal skills.
Previous commercial real estate industry experience is favorable.
Must be able to work in a fast-paced environment with rapidly changing priorities, and remain flexible throughout such changes.
Must be team oriented, have entrepreneurial spirit, communicate well and be able to interact with tenants, vendors, clients and team members.