Property Associate

** WHAT YOU’LL BE DOING
*** Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment.
* Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
* Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities.
* Coordinating document management related to lease execution, distribution, and filing.
* Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
* Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
* Maintaining general office organization.
* Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages.
* Preparing and distributing general correspondence and memos.
* Organizing, compiling, and preparing reports for distribution.
* Creating and maintaining accurate and organized physical and virtual filing systems.
* Updating employee, client, and customer contact databases.
* Coordinating conference room reservations.
* Organizing department lunches, meetings, events, and business travel.
* Receiving building access requests and coordinating access for visitors and vendors.
* Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards.
* Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations.
* Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
* Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures.
* Tracking and coordinating access card activation and deactivation as needed.
* Assisting the property team in developing and implementing property and employee manuals.
* Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
* Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel.
* Gathering W-9 forms from vendors and assisting in new vendor setups as needed.
* Assisting team members with property budget preparation and recurring reporting.
* Supporting engineers with recording and billing monthly utility meter readings, as appropriate.
* Assisting with vendor contract creation, execution, and tracking as requested.
* Providing general and ad hoc administrative support to the property as needed.
* Performing any other duties and tasks assigned.
** WHAT YOU BRING TO THE TABLE
** Requirements:
* High school diploma is required.
* Bachelor's degree (BA/BS) is preferred.
* Minimum of 1 year of experience in commercial real estate, property team, or office management.
* Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
* Advanced oral and written communication skills.
* Strong attention to detail and organizational skills.
* Self-starter with the ability to manage multiple projects under pressure.
* Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
* Ability to calculate figures and percentages.
* Capable of developing effective and constructive solutions to challenges and obstacles.
* Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.
* Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week.

Physical Work Requirements and Work

Conditions:

In compliance with the Americans with Disabilities Act (ADA), the Sr Property Administrator's responsibilities require the following minimum physical requirements:
* Regular sitting for long periods of time.
* Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
*…