Property Administrator

Transwestern; United States; On-site; USD 50,000 - 60,000; Full time

Job summary

Transwestern’s Property Administrator in Folsom, CA is an on-site role supporting the Property Manager with clerical tasks and tenant communications. You will ensure accurate filing, lease administration, and efficient office operations while delivering exceptional customer service to tenants, owners, and vendors.

The position requires 0-2 years of clerical experience, proficiency in MS 365, and the ability to manage multiple priorities.

Qualifications

• High school diploma or GED required; college courses preferred.
• Strong customer service orientation and written/verbal communication.
• Ability to handle multiple priorities and maintain confidentiality.

Responsibilities

• Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
• Prepare and coordinate bid proposals and service contracts and approved invoices.
• Maintain lease and property files.
• Track and file HVAC contracts and insurance certificates.
• Maintain follow-up system for expiration.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Transcribe contracts, leases, proposals, addendums, side letters, exhibits, correspondence, etc.
• Prepare financial spreadsheets.
• Order and maintain adequate stock of office supplies.
• Greet tenants, prospective tenants, vendors, and guest.
• Notify participants of meetings, and their responsibilities and any changes in plans or schedules.
• Order tenant door plaques and directory strips; maintain property signage.
• Prepare and distribute tenant move-in packages; order tenant gifts as needed.
• Maintain parking/building access card records.
• Invoice tenant rebills (meter readings, HVAC, etc.).
• Maintain tenant contact, vendor contact list, and insurance information.
• Promote and foster positive relationships with tenants and owners.
• Additional duties assigned by the Property Manager.

Skills

Customer service

Communication

Multitasking

Confidentiality

Education

High School diploma or GED

Tools

MS 365 Suite

Job description

Four dynamic, integrated companies make up the Transwestern enterprise, giving us the perspective to think broadly, deeply and creatively about commercial real estate. Clients and investors rely on us for expertise that spans institutional and opportunistic investment, development, hospitality, and brokerage and asset services. Our award-winning, collaborative culture empowers team members with resources and independence to work across boundaries in pursuit of innovative solutions, reinforcing a reputation for service excellence that translates to measurable results. Through offices nationwide and alliance partners around the globe, we positively impact the built environment and our communities while fostering a work climate that champions career vitality for all. Learn more at transwestern.com and @Transwestern. Part of the Transwestern companies, Transwestern Real Estate Services (TRS) strives to add value for investors, owners, and occupiers across all commercial property types. Fueled by a holistic perspective of the real estate life cycle, agility and creativity are hallmarks of our approach, while vast national resources and sound market intelligence underpin customized recommendations and property solutions. Transwestern is built on a common purpose - Empowering Good People to do Extraordinary Things Together. We are committed to the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence.

POSITION SUMMARY

The Property Administrator is responsible for working directly with the Property Manager in performing clerical and administrative assignments for the assigned properties/projects. It is the responsibility of the Property Administrator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results. Pay Range: $50k - $60k annually.

ESSENTIAL JOB FUNCTIONS

• Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
• Prepare and coordinate bid proposals and service contracts and approved invoices.
• Maintain lease and property files.
• Track and file HVAC contracts and insurance certificates.
• Maintain follow-up system for expiration.
• Assist with monthly and quarterly management reports as well as annual budget preparation.
• Transcribe contracts, leases, proposals, addendums, side letters, exhibits, correspondence, etc.
• Prepare financial spreadsheets.
• Order and maintain adequate stock of office supplies.
• Greet tenants, prospective tenants, vendors, and guest.
• Notify participants of meetings, and their responsibilities and any changes in plans or schedules.
• Order tenant door plaques and directory strips; maintain property signage.
• Prepare and distribute tenant move-in packages; order tenant gifts as needed.
• Maintain parking/building access card records.
• Invoice tenant rebills (meter readings, HVAC, etc.).
• Maintain tenant contact, vendor contact list, and insurance information.
• Promote and foster positive relationships with tenants and owners.
• Additional duties assigned by the Property Manager.

POSITION REQUIREMENTS

• A high school diploma or GED equivalent (college courses preferred).
• At least 0-2 years of clerical, administrative duties (real estate experience is a plus).
• Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.
• Argus, accounting software such as MRI or Skyline proficiency preferred.
• Ability to keep information strictly confidential.
• Strong desire to succeed in an entrepreneurial environment.
• Must be able to handle multiple projects, changing priorities and a continually heavy workload.
• Exceptional oral and written communication skills.
• Strong customer service orientation.

WORK SHIFT

LOCATION: Folsom, CA This is a dynamic, on-site role that places you at the heart of the action. As a result, an essential function of this position is working on-site. Remote or hybrid options are not available. Being on property allows you to build strong relationships with clients and tenants, respond in real time, and make a visible impact every day.

ABOUT US

Transwestern’s Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member. We embrace inclusion – not only as the right thing to do, but as a reflection of who we are. It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone. Different backgrounds, life experiences and cultures shape our individual perspectives and ultimately generate the best results for our clients. Strategic human capital planning combined with development initiatives foster a work environment that celebrates uniqueness and champions the achievements attained through collaboration. Please note that all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to your starting with the Company along with satisfactory references. We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have your story. We want to hear it. Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance. Learn more at transwestern.com and @Transwestern.