Customer Service/Property Administrator

Wellington Management, Inc.; Saint Paul (MN); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Educational Assistance

Professional Development

Job summary

Wellington Management, Inc. is seeking a Commercial Customer Service/Property Administrator to join our team in St. Paul.

You will collaborate with property managers, accountants, engineers, vendors and maintenance staff to deliver responsive service to tenants and owners. The role focuses on managing work orders, coordinating vendor quotes, preparing tenant communications, and supporting the accounting team.

Qualifications

• 3-5 years of customer service or administrative experience.
• Proficiency with Microsoft Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Excellent organization and ability to manage multiple priorities.

Responsibilities

• Respond promptly and professionally to tenant phone calls, emails, and service requests.
• Enter and assign work orders through the company’s work order management system.
• Coordinate vendor quotes and facilitate approved work between tenants and vendors.
• Keep tenants informed about work order status and timelines.
• Prepare and distribute tenant communications and welcome packets.
• Generate weekly work order reports for maintenance and accounting teams.

Skills

Customer service

Administrative support

Microsoft Office

Detail oriented

Tools

Work order software

Property management software

Job description

Wellington Management is an established commercial real estate management firm with 40 years of experience managing a portfolio of more than 100 commercial properties across 24 communities in the Twin Cities Metropolitan area.

Our business is built on thoughtful property management, and our mission is to help grow and strengthen the communities that have grown with us through careful planning, development, and project management.

We are seeking a Commercial Customer Service/Property Administrator to join our team. In this role, you will work closely with property managers, accountants, engineers, vendors, and maintenance staff to deliver responsive, high-quality service to our tenants, property owners, and partners.

What You'll Do

• Respond promptly and professionally to tenant phone calls, emails, and service requests.
• Enter and assign work orders through the company’s work order management system.
• Follow up with vendors to obtain updates and ensure timely completion of work.
• Keep tenants informed about work order status and anticipated timelines.
• Request and coordinate vendor quotes and facilitate approved work between tenants and vendors.
• Review open work orders weekly and follow up on outstanding items.
• Prepare and distribute welcome packets to new tenants.
• Collect and maintain monthly building hours and access information.
• Prepare and distribute tenant communications, including building notices, lost-and-found announcements, and inspection reminders.
• Prepare and distribute weekly building information updates.
• Generate reports as requested, including weekly work order reports for maintenance and accounting teams.
• Update building hours and employee access information in electronic systems as needed.
• Provide front desk coverage when needed.

Property Administration

• Maintain accurate tenant and vendor contact information.
• Partner with property managers to obtain quotes for seasonal and other property-related services.
• Maintain organized records of executed contracts, proposals, inspection reports, and other property documentation.
• Schedule fire alarm, sprinkler, and other required preventative maintenance inspections and communicate schedules to tenants.
• Collect meter readings and submit required information to the City of St. Paul.
• Prepare CAM estimates and reconciliation letters for review, approval, and mailing.
• Monitor HVAC alarms and coordinate with controls and mechanical vendors to address issues.
• Coordinate vendor access and property visits when tenants are not on-site.
• Assist the accounting team with administrative tasks, reporting, and information requests.

What We're Looking For

• 3-5 years of customer service or administrative experience; commercial property management experience is a plus.
• A self-motivated, positive, and solutions-oriented approach.
• Excellent verbal and written communication skills.
• Strong organizational skills and exceptional attention to detail.
• Excellent time-management skills and the ability to manage multiple priorities simultaneously.
• Strong problem-solving skills and the ability to think creatively.
• Ability to work independently while contributing effectively to a collaborative team.
• Comfortable learning and adapting to new technology and software systems.
• Proficiency with Microsoft Excel, Word, and Outlook.
• Experience with work order, maintenance, or property management software is a plus.

This is an on-site position at Wellington Management's headquarters in St. Paul, with ample free parking.

Our office is a professional corporate environment with frequent interaction among coworkers and typical office noise levels. The position involves:

• Primarily seated office work, with occasional walking and standing. Stand-up desk equipment is available upon request.
• Frequent use of a telephone, computer, and standard monitors.
• Minimal lifting requirements.
• Occasional local business travel to Wellington Management properties and sites, as needed.

What We Offer

Wellington Management offers a competitive salary based on experience, along with opportunities for performance-based bonuses.

• Medical, dental, and vision insurance
• Educational assistance
• Support for professional development and industry-related associations
• Opportunities for continued learning and career growth

Join a team with 40 years of experience and a commitment to building stronger properties, communities, and relationships.