Property Administrator (CRE)

Job Title

Property Administrator (CRE)

Job Description Summary

Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence.
2. Schedule and coordinate meetings/special events, as requested.
3. Assist in lease administration activities, including tenant contacts and insurance information; generate reports.
4. Assist in tenant onboarding and orientation processes to enhance tenant satisfaction.
5. Manage the Accounts Payable process efficiently to support financial operations.
6. Process invoices in a timely fashion ensuring coding complies with budgets and maintain purchase order tracker.
7. Set up new vendors in ServiceEdge.
8. Prepare and coordinate bid proposals, service contracts and approved invoices. Assist in bidding process and assist Property Manager(s) in their efforts to ensure compliance with C&W's policies and procedures.
9. Prepare and code invoices for Property Manager’s approval.
10. Ensure office is stocked with office supplies and other required items to maintain the office.
11. Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software.
12. Track and file contracts and insurance certificates; maintain follow-up system for expirations.
13. Monitor and maintain the property maintenance work order system and prepare monthly reports for Property Manager on status of tenant work orders.
14. Maintain the property purchase order system.
15. Maintain lease and contract files, as well as other files located within the property management office.
16. Promote and foster positive relationships with tenants and clients and track service calls as required.
17. Assist with monthly and quarterly management reports as well as annual budget preparation.
18. Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval.

Skills & Experience Required:

1. Prior experience in the Property Management or Real Estate field is a significant asset.
2. A minimum of 5 years’ experience in an accounting or administrative role, with demonstrated proficiency.
3. Strong written and verbal communication skills, along with exceptional interpersonal abilities.
4. Solid accounting education and experience.
5. Highly organized, with a keen eye for detail.
6. Self-motivated with the ability to work independently as well as collaboratively within a team environment.
7. Ability to manage multiple tasks and continuously adjust priorities as needed.
8. Willingness to accept additional responsibilities beyond specific duties to support the management team.
9. Enthusiastic attitude and a strong desire to learn and grow in the role.
10. Experience with Yardi, Nexus, ServiceEdge software is a definite asset, as well as proficiency in the Microsoft Office – Word, Excel, and Outlook.
11. Must be able to provide a Clear Criminal Record Check.

IMPORTANT EDUCATION

1. High school diploma/GED equivalent; Bachelor Degree preferred.

WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may need to stand and walk for extended or continuous periods of time. They must be able to ascend and descend staircases, ladders, and/or step stools and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly operate office machinery.

AAP/EEO STATEMENT
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.