Property Administrator – Columbia Center

• 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
• Participate in regular building inspections
• 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
• Manage 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
• Conference room requests to include the coordination of room schedules on Building Engines and Google calendars
• Update tenant contact lists, emergency lists and floor warden list
• 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
• 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
• Assure renewing Certificate of Insurance certificates are accurate and up loaded into portfolio electric files and Building Engines
• 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
• Coordinate 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
• Assist Property Managers and Engineers with clerical responsibilities
• 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
• 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

• 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

• Comprehensive medical, dental, and vision benefits
• Prescription program
• Generous paid time off
• Paid Family Leave Program
• Employee assistance program
• Team events
• Management 1:1s and open forums
• Workshops and training
• Personal learning and development
• Business association sponsorships
• Hosted Lunch & Learns
• 401(k) plan with employer match
• Parking and child care FSA
• Long Term Disability
• Free financial planning and advisory services
• Emergency preparedness, first aid, and CPR training
• Transit sponsorship