Property Administrator

• 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
• 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
• 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
• Assist Property Managers and Tenants in the Move in / Move out process
• Assist Property Managers and Engineers with clerical responsibilities
• 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
• 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

Commercial Real Estate experience

• Comprehensive medical, dental and vision benefits
• Prescription program
• Generous paid time off
• Maternity/Paternity programs
• Employee assistance program
• Team events
• Cafe room for coffee and collaboration
• Management 1:1s, open forums
• Workshops and training
• Personal learning and development
• Business association sponsorships
• Hosted Lunch & Learns
• 401K plan with employee match
• Parking and child care FSA
• Disability
• Free financial planning and advisory services
• Emergency preparedness, first aid and CPR training
• Transit sponsorship