Property Administrator

Summary:

Work Location San Francisco, California

 

Assists the Property Manager/Senior Property Manager in the management and operation of a building or portfolio. The Property Administrator will interface regularly with the building owner, tenants, vendors, contractors and building staff in which signature service must be provided and exemplified at all times.  The Property Administrator is responsible for:

-  Handling tenant and owner service requests 

-  Administration of tenant leases

-  Collecting tenant receivables

-  Updating leasing status reports

-  Coordination of tenant events

-  Directing janitorial and security staff relative to tenant and owner service requests

-  Organizing and maintaining building office files

-  Creating & processing expense reports

 

Essential Duties and

General

Responsibilities:

•  Represent Legacy and its clients/partners in a professional manner at all times.

 

•  Be aware of property managers’ whereabouts at all times.

 

•  Handle emergencies in property managers’ absence.

 

•  Greet clients and customers.

 

•  Handle customer, vendor and broker inquiries.

 

•  Research issues thoroughly and prepare solutions for review by Senior Property Manager.

 

•  Maintain current insurance certificates on all customers and vendors.

 

•  Maintain Hazardous Material Certificates on all customers.

 

•  Mail rent invoices in a timely manner.

 

•  Retain working knowledge of Excel and Word in order to create and revise insurance certificate logs, customer and vendor lists, preliminary budget information, last minute correspondence and other computer-based tasks.

 

•  Assemble and maintain uniform project files based on a model file.

 

•  Prepare word processing cover sheets and proofread documents returned by word processing.

 

•  Update project and vacancy site plans.

 

•  Prepare lease summaries, move out notices, changes in lease commencement date, write-off requests and other lease administration or accounting related forms.

 

•  Research delinquent invoices and other missing documents.

 

•  Code and process bills.

 

•  File project documents as they are generated; file correspondence weekly.

 

•  Photocopy; transmit items via facsimile; prepare envelopes, overnight packages, etc.

 

•  Purchase supplies and equipment for Properties and Building Offices.

 

•  Prepare and package monthly client reports.

 

•  Assist in annual budget preparation package for Owner.

 

•  Maintain good tenant relations through regular contact by phone.

 

•  Distribute all new move-in information to tenants upon lease execution and arrival in Building.

 

•  Assist in collection of monthly rent and other tenant billings.

 

•  Assume any duties that will free Property Manager/Senior Property Manager to devote their time to asset management, and perform duties of assistance to the Owner and Legacy.

 

 

 

Lease Administration

 

•  Check Lease Summary information for accuracy.

 

•  Input tenant contracts, lease dates, billing information, insurance dates and all other data for generation of monthly reports which track receivable information and tenant’s insurance.

 

•  Compile and maintain complete lease files on all tenants including tenant move-in information and accounting correspondence.

 

•  Maintain original leases and renewals in fire-proof cabinets in Management Office.

 

•  Coordinate move-in activities and tenant welcome gifts.

 

 

 

Other duties may be assigned.

 

 

Qualifications:

To execute this job successfully, an individual must be able to execute each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

 

Education/Experience:

Associates degree (A.A.) from two-year college or university; or two to three years related experience and/or training; or equivalent combination of education and experience.   

 

 

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.  Ability to write routine reports and correspondence. Ability to speak proficiently and professionally both over the phone and in person. 

 

 

Math Ability:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

 

 

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

 

 

Computer Skills:

Computer literate and proficient in MS Word and Excel, Internet software,

E-mail.

 

 

Supervisory Responsibilities:

Addresses tenant and owner complaints with janitorial and security staff in order to ensure full resolution and client/customer satisfaction.

 

 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

 

 

While performing the duties of this job the employee is frequently required to talk or hear.  The employee is occasionally required to lift up to 25 pounds.  The vision requirements include:  close vision and ability to adjust focus.

 

 

Work Environment:

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

 

 

 

Work is performed in an office setting with exposure to CRTs and UV rays.  Working extended hours may be required as needed.  While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually quiet.