SUMMARY

The Property Administrator is responsible for assisting the Property Management and Engineering Team with the fast paced, high volume day to day operations of an assigned portfolio of properties, to include but not be limited to the organization, coordination and updating of portfolio specific information, programs and files, acting as communications liaison with tenant contacts through the production of memorandums, Building Engines, weekly tenant newsletter, and e-mails. 

RESPONSIBILITIES

Tenant Relationships

• Participate as a building staff team member, supporting all of the efforts to achieve Owner and organizational goals.
• Maintain good tenant relations through regular personal contact responding to tenants’ concerns, complaints and questions.
• Responsible for the daily tenant maintenance requests, received through Building Engines, assuring requests are handled in a timely, professional manner.
• Responsible for the coordination and delivery of general tenant and employee communication, through the use of e-mail and Building Engines, communicating scheduled and unscheduled maintenance projects and / or emergencies.
• Assuming responsibility as main contact / first person for answering office phone lines.
• Assist in coordination of special events or operational events at the building.  These could include marketing events, tenant advisory board meetings, holiday decorations and/or tenant surveys.
• Participate in regular building inspections.

Operations

• Open office Monday through Friday based on the established office hours, assuring phones are transferred from after-hours answering service.
• Organize, update and maintain specific portfolio files and systems per specific time lines to include but not be limited to:
  • Managing freight reservations, loading dock, and passdown calendars for all tenants and vendors.
  • Tenant waiver form tracking and processing for building amenities.
  • Fitness center requests to include receipt and processing of incoming requests, security access clearance and annual audit of forms, deleting forms and security clearance where required.
  • Conference room requests to include the coordination of room schedules on Building Engines and Google calendars, coordinating with day porters for specific room set ups and assuring tenants are invoiced for room use.
  • Update tenant contact lists, emergency lists and floor warden list in both portfolio format and in Building Engines as alterations are required, distributing monthly to Property Managers, Engineers and Emergency Manuals.
  • Update portfolio calendars to including team calendar, security pass down calendar, conference room calendar.
  • Working with engineering staff update as required security access clearance for tenants, completing audit of access twice annually per predetermined schedule.
  • Assist with building signage requests and last minute printing and posting of signage due to urgent issues.
  • Assist management team with CPR, tenant floor warden trainings, and participate in annual fire drills.
• Organize, update and maintain Tenant and Vendor Certificate of Insurance files to include but not be limited to:
  • Assure renewing Certificate of Insurance certificates are accurate and up loaded into portfolio electric files and Building Engines based on established process and procedures, with in specified time lines.
  • Communicate in a timely manner with management team if a vendor and / or tenant is not responding to specific requests.
• Assist Property Managers and Tenants in the Move in / Move out process to include but not be limited to:
  • Coordinating with tenant prior to move in by collecting information outlined in the move in forms.
  • Ordering tenant signage prior to their occupying the premises.
  • Updating tenant contact lists, emergency lists and floor warden lists.
  • Monitor move in / out internal check list working with team members to assure all tasks on document are completed within one move of occupancy, communicating with PM if team is not meeting established time lines.
• Assist Property Managers and Engineers with clerical responsibilities to include but not be limited to:
  • Contract management, creating purchase orders, work authorizations, and service contracts and tracking through to execution.
  • Updating MOD / EOD schedule, to include weekly notification / alteration of phones.
  • Creating various folders used by management including Tenant lease files, Construction folders, Incident folders, Vendor contract folders etc.
  • Creating as required, mailing and filing correspondence as required / requested by Property Managers / Engineers.
  • Assisting the Property Management Team in the coordination, copying and mailing of periodic reports to include but not be limited to Financial Reports (monthly, quarterly and annual budgets) tenant escalation letters and other documents as requested.

Financial

• Inventory, order and stock office, kitchen and copy machine supplies.
  • Coordinate with PM to assure purchase of materials is meeting LEED EB requirements.
  • Assure that a backup of copy machine supplies are available at all times.
• Assure invoices received in office are scanned and sent to property accounting team. .
• Assure tenants are invoiced for all work above and beyond the requirements of the lease document.
• Monthly reconciliation of team credit cards.

SKILLS + ABILITIES

• Must be able to exercise a great deal of discretion, work independently or with little oversight and use independent judgement
• Possess knowledge of general office policies and administrative procedures and practices
• Ability to read, write, speak and understand English
• Physical ability to operate a telephone, computer, 10-key, type minimum of 40 wpm, sit for extended periods of time and occasionally lift/carry up to 40 lbs.
• Will be expected to manage work-order system; entering, tracking, uploading supporting data and following up
• Excellent organizational, computer and communication skills

MINIMUM QUALIFICATIONS

• 2+ years administrative experience
• Proficient in MS Word and Excel and possess effective business writing skills
• Associates degree in business management (preferred) or equivalent body of knowledge or experience
• Commercial Real Estate experience preferred, but not required

Equal Opportunity Employment

Urban Renaissance Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.