Property Administrator

Responsibilities

• Answers, screens and directs incoming calls as needed. Assists property and engineering teams with customer and vendor services
• Assists all visitors coming in the Management office
• Reviews Angus work order system throughout the day to ensure prompt response times; enters requests from customer and others into Angus as needed
• Communicates with building teams throughout the day or as needed as issues arise
• Assists Property Manager (PM) / Senior Property Manager (SPM) with property budget, reforecast, pre-bill, and reconciliation processes including obtaining bids and related pricing
• Service Contract Administrator:
  • Verify vendor is active in HQ; if not, complete new vendor set up, including vendor activation in HQ and providing appropriate billing information
  • Determine what contract is needed and draft as needed. Check with PM / SPM for accuracy
  • Monitor and track contracts to completion
  • Upload to HQ
  • Continuously monitor expiring service contracts. Work with PM / SPM to conduct bidding process.
• Conducts walkthroughs/property inspections with vendors and building engineers, as requested by PM / SPM, to compile a list of maintenance items. Coordinates vendor maintenance issues. Follows up on the status of vendor jobs
• Monitor customer accounts receivables and complete all necessary forms, notices, and communication as directed by PM / SPM
• Tracks certificates insurance for in obtaining vendor insurance certificates. When necessary, prepares correspondence for any insurance issues
• Codes invoices for payment, obtains PM / SPM’s approval
• Assists with customer correspondence, including letters, memos, newsletters, notifications in Angus, etc.
• Work with PM /SPM to implement Together We Connect Customer Events:
  • Coordinates tenant events, furnishing contracts as needed
  • Facilitate misc. tenant offerings
  • Market events to tenants via memo blasts, lobby posters, lobby directory
• Coordinates estimates resulting from customer work order requests through Angus proposal function
• Prepares all customer billings including verification of sub-meter charges, access cards and misc. work orders.
• Completes data entry for utility tracking and other benchmarking tools
• Update monthly janitorial cleaning inventories
• Maintains access card database including collection applicable forms and adding to system
• Assist in scheduling building training/conference facilities
• Monitor fitness center for necessary maintenance items, coordinate any cleaning and supply orders
• Active member of the CCC Squad (Customer Community Creator) and assists in coordinating building functions in conjunction with property team. Assists property team with other customer-related functions
• Maintains property files including customer and vendor files
• Maintain all customer contact lists and building directories
• Assists with the coordination of move-in/move-out
• Assists with lease administration including lease summaries and rent increase correspondence
• Opening and distributing incoming mail and interoffice mail
• Maintains management office, orders supplies, stocks breakroom, and coordinates repairs of office equipment
• Sends weekly Mailchimp newsletter emails to customers and maintains the database
• Ad hoc responsibilities as assigned

• Ability to consistently apply education, experience and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality.
• Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.
• Ability to consistently, frequently and effectively communicate, coordinate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media.
• Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards.
• Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you.
• Ability to consistently attend work and to be punctual at the office.

• Drives Results – taking on new opportunities and tough…