Property Administrator

Granite Properties; Dallas, Northern (TX, KY); On-site; USD 42,000 - 66,000; Full time

Job summary

Granite Properties in Dallas, TX is seeking a detail-oriented Administrative Assistant for the Management Office to support daily operations and customer/service needs.

You will handle office tasks, coordinate vendor relationships, manage invoices and contracts, and assist building teams across the property. The role requires strong MS Office skills and excellent communication abilities for a fast-paced environment.

Qualifications

• 2–4 years of property management or strong administrative experience.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Excellent communication and customer service skills.

Responsibilities

• Assist all customers and guests in the Management office, answer, screen and direct calls.
• Maintain the management office, order supplies, stock breakroom, and coordinate repairs.
• Communicate with building teams, customers, janitorial staff, and security on issues.
• Manage technology systems (Angus, Lobby Directory, Enertiv submeters, etc.).
• Review Angus work orders, ensure prompt responses, and follow up for satisfaction.
• Code invoices for payment and process POs; track purchase orders in Nexus.

Education

High School diploma or GED

Tools

Microsoft Office Suite

Outlook

Job description

• Assist all customers and guests coming into the Management office. Answer, screen, and direct incoming calls as needed. Assist property and engineering teams with customer and vendor services.
• Maintain management office, order supplies, stock breakroom, and coordinate repairs of office equipment. Open and distribute incoming mail, interoffice mail, and maintain files.
• Communicate with building teams, customers, janitorial day staff, and security throughout the day or as needed as issues arise.
• Manage technology systems to include: Angus, Lobby Directory, Enertiv submeters, Parking Analysis, conference room technology, digital display system, access card database, and data entry for utility tracking and benchmarking.
• Review Angus work orders throughout the day to ensure prompt response times. Enter requests from customers and others into the system as needed. Close out work orders as required and follow up to ensure customer satisfaction.

Customer Connection

• Assist with customer correspondence, including letters, memos, Angus notifications, and Mailchimp newsletters. Maintain customers lists and files.
• Track certificates of insurance for customers and assist in obtaining vendor insurance certificates. When necessary, prepare correspondence for any insurance issues.
• Coordinate estimates resulting from customer work order requests through Angus proposal function and complete related billback process.
• Implement Customer amenity program, and support Community Creation efforts for the market as requested.
• Coordinate customer events, negotiating contracts as needed
• Facilitate misc. customer offerings
• Market events to customers via memo blasts, lobby posters, lobby directory
• Assist with the coordination of customer move-in / move-out.
• Coordinate and update new customer handbook in Angus.

Operational Accuracy

• Service Contract Administrator:
  • Verify vendor is active in HQ; if not, complete new vendor set up.
  • Create appropriate contract and work with appropriate parties to execute. Upload completed contract to Box.
  • Continuously monitor expiring service contracts. Work with manager to conduct bidding process, as requested.

Accounting Support

• Code invoices for payment, as requested. Alternately, serve as subject matter expert for Adams Bridge AP Processing by answering questions related to invoices and ensuring processes are followed for POs and Billbacks.
• Enter and track purchase orders in Nexus.
• Prepare all customer manual billings including verification of sub-meter charges, after-hours HVAC, access cards, and misc. work orders.
• As requested, monitor customer accounts receivables and complete all related forms, notices, and communications.
• Assist with operating expense pre-bills, reconciliation of prior year expense reconciliations and property tax refund correspondence and applicable back-up documentation.
• Assist with tenant and vendor correspondence relating to billings including invoices and payment status.
• As requested, collect gross sales reports and provide to Accounting.
• Work with Lease Admin as needed to confirm tenant lease set up and communicate amounts due to new tenant.
• As requested, assist with monthly reports, property budget, reforecast, pre-bill, and reconciliation processes.

Building Care

• Review Security’s Daily Activity Reports (DAR) each day; Alert management team of any unusual activity noted in the DAR; Create work orders for action items.
• Complete daily security pass down log and send to management team, security, engineering, and porter to notify of all contractors needing access into the building/suites.
• Conduct walkthroughs / property inspections with vendors and as part of the semi-annual building inspections. Coordinate vendor maintenance issues. Follow up on the status of vendor jobs.
• Update monthly janitorial cleaning inventories.
• Monitor fitness center for necessary maintenance items, and coordinate cleaning and supply orders.
• Manage conference room AV needs to ensure resources are in working order. Facilitate repairs with IT as needed. Monitor conference room reservations and ensure rooms are set-up according to customer requests and preferences.

Essential Functions:

• Ability to consistently apply education, experience, and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality.
• Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.
• Ability to consistently, frequently, and effectively communicate, coordinate, and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media.
• Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards.
• Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you.
• Ability to consistently attend work and to be punctual at the office.

Role-Based Competencies:

• Drives Results – Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm; Consistently achieving results, even under tough circumstances
• Customer Focus – Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Cultivate Innovation – Creating new and better ways for the organization to be successful
• Situational Adaptability – Operating effectively, even when things are not certain, or the way forward is not clear; Adapting approach and demeanor in real time to match the shifting demands of different situations
• Technical Acumen – Understanding the purpose and basic processes of their assigned functional area

Qualifications/Requirements:

• High school diploma or general education degree (GED) required
• 2 - 4 years of property management experience or strong administrative experience
• Proficient in Microsoft Office Suite, including Outlook

Physical Requirements:

• Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
• Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
• Ability to lift and/or move up to 25 pounds.

Travel Required:

Minimal travel, up to 5%.

Granite is proud to be an Equal Opportunity Employer. We prohibit discrimination based upon race, religion, color, national origin, marital status, gender (including pregnancy, childbirth, or related medical conditions), genetic information, sexual orientation, gender identity, gender expression, age, military or veteran status, disability, or any other applicable legally protected characteristics. We celebrate diversity and are committed to creating an inclusive environment for all.

Qualifications

Skills

Behaviors

:

Motivations

:

Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.