Commercial Property Administrator

Cohera Commercial; Dallas (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

Cohera Commercial seeks an administrative assistant to support the Property Manager in protecting, maintaining, and enhancing the value of commercial real estate assets for owners and tenants.

This role involves coordinating day-to-day property operations, leases, maintenance, and tenant relations, with emphasis on accuracy, professionalism, and timely communications. Strong teamwork and organization skills are essential.

Qualifications

• Two years of experience in commercial office building property management is required.
• Knowledge of AP, AR, marketing, construction, and tenant relations for an office property.
• Computer literacy and proficiency in Microsoft Office.
• Knowledge of property management accounting software such as MRI or Yardi is a plus.

Responsibilities

• Assist the Property Manager in protecting, maintaining, and enhancing asset value.
• Carry out day-to-day loss prevention, risk management, safety, maintenance, marketing, landscaping, tenant build-out, and operations.
• Administer leases including abstracting new leases, reviewing tenant billings, and vacancy reporting.
• Maintain accurate space condition records and property files.
• Coordinate revenue collection and lease obligations; liaise with accounting on rent rolls and AR.
• Assist in contracting, supervising, and inputting invoices for property maintenance.

Skills

Property management experience

Client relations

Microsoft Office

Written & verbal communication

Problem solving

Tools

MRI

Yardi

Job description

This position is responsible for assisting the Property Manager in protecting, maintaining, and enhancing the value of commercial real estate assets in order to maximize the owner's financial return and for the benefit of the tenants. This is accomplished by direction and coordination of the property’s operational activities and support of leasing and marketing activities.

PRIMARY DUTIES

On assigned properties, act as Cohera Commercial's administrative assistant; meet and exceed contractual property management obligations. Carry out the day-to-day activities of loss prevention, risk management, safety/security, maintenance, marketing, landscaping, tenant build-out, and other operations.

Demonstrate a positive, professional, and client-oriented attitude about the company with coworkers, tenants, clients whether contact is by mail, telephone, or in person. Constantly strive for improvements in work process and results to better meet owner’s expectations.

Assist in administering leases including abstracting new leases, reviewing tenant billings, analyzing lease clauses, preparation of vacancy reports, enforcing tenant compliance and performing landlord obligations.

Keep accurate records of current space conditions including roof, HVAC, utilities and special circumstances. At all times keep the space in condition to show.

Maintain complete and accurate property files and records with an emphasis on documentation for future reference.

Coordinate collection of all revenues and lease obligations of tenants and the owner's policy on accounts receivable. Collect delinquent accounts promptly. Communicate with accounting department to ensure accuracy of rent roll and accounts receivable.

Assist in contracting, supervising and inputting invoices for all goods/services required to maintain the properties. Develop a network of emergency services.

Manage tenant relations and coordinate requests for repairs and maintenance, understanding of rent charges, lease issues and other tenant concerns.

Liaison with other departments within Cohera Commercial to provide a team approach to the management of real estate. Assist in coordinating the activities not directly controlled by the manager but directly related to each property i.e.: insurance monitoring, leasing, marketing, capital improvements, accounting/financial reporting and legal services.

Establish and maintain collaborative working relationships between departments, with coworkers, and particularly with other members of a project team.

Keep abreast of new technologies, systems and procedures related to property management.

Other duties and projects as needed.

ORGANIZATIONAL RELATIONSHIPS

External Relationships: Frequent contact with tenants, clients, owners, contractors, and vendors/suppliers. Involvement in the real estate professional community is a plus in this position.

Internal Relationships: Contact within the department and with other departments at all levels. The administrative assistant must be effective with a range of staff who are not under the administrative assistant’s authority.

ESSENTIAL SKILLS ABILITIES, KNOWLEDGE AND EXPERIENCE

Strong client relations skills.

Two year working in commercial office building property management field is required. Must have good knowledge of commercial real estate including a broad understanding of AP, AR, marketing, construction, and the tenant relations requirements of an office property.

Computer literacy is required.Microsoft Office proficiency required. Knowledge of property management accounting software; MRI and Yardi is a plus.

Strong written and verbal communications skills. Ability to understand and carry out industry specific written and oral direction.Positive, innovative approach to problem solving. Present ideas in a clear, concise, understandable, and organized manner; negotiate, persuade, and modify opinion in order to reach the goals/objectives of the organization.

Ability to work independently as a team member. Ability to relate well with others even while working at a distance without the benefit of personal contact. Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through.

Ability to exercise judgment and discretion is critical to success. Must be professional at setting priorities and coping with competing demands.

Excellent time-management and general organization skills.