Property Administrator- Commercial Real Estate

TevisHR; Milpitas (CA); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

401k

Medical

Dental

Vision

Life Insurance

Paid Time Off

Paid Holidays

Job summary

Embarcadero Capital Partners in California is seeking a Property Administrator to support tenant relations, office operations, and property administration for a portfolio of buildings on the San Francisco Peninsula.

The role emphasizes front-desk duties, vendor coordination, lease administration, and financial reporting. Ideal candidates have 1–3 years in property management, strong Excel and communication skills, and a proactive, detail-oriented mindset.

Qualifications

• Experience: 1–3 years in property management or a high-level administrative role.
• Ability to communicate effectively across all levels of employees and corporate.

Responsibilities

• Manage front reception desk and perform reception/phone functions as needed.
• Develop effective working relationships with tenants for information or assistance.
• Research and respond to requests for information by telephone or by e-mail promptly and thoroughly.
• Prepare tenant correspondence and broadcast email announcements.
• Liaison between tenants/vendors and APM and SPM.
• Respond to tenant inquiries and problem calls.
• Prepare new tenant welcome packages, process information when it is returned.
• Ordering new tenant signage, welcome gift.
• Obtain and maintain tenant COI renewals.
• Tenant Event Planning.
• Maintain tenant emergency contact information.
• Anticipate and respond to tenant needs demonstrating professionalism, courtesy, and sensitivity in all contacts.
• Maintain Angus work-order system and visitor management system.
• Coordinate and on occasion oversee vendor activities, providing access as necessary.
• Monitor vendor certificates of insurance renewals.
• Assist PM team during floor warden training and evacuation drills.
• Prepare accurate and timely correspondence to tenants and vendors as directed.
• Draft and administer vendor contract addendums and service contracts.

Skills

English communication

Office administration

Attention to detail

Self-starter

Tools

Excel

Word

Outlook

Adobe Acrobat

Job description

Embarcadero Capital Partners is a real estate investment and management firm based on the San Francisco Peninsula. We invest in dynamic, development-constrained U.S. markets that are known for intellectual capital and a creative business culture.

Join a Diverse and Talented Team:

Embarcadero Capital Partners consists of a diverse team of seasoned industry professionals. We have the experience and expertise to identify and capitalize on opportunities in every major U.S. market. Our group's capabilities encompass all aspects of commercial real estate including acquisition, finance, development, leasing, management, and disposition. ECP's in-house management and leasing staff work with a variety of third-party brokers and property management groups to execute defined operating and investment objectives.

Job Title: Property Administrator

PRIMARY RESPONSIBILITIES:

TENANT RELATIONS

• Manage front reception desk and perform reception/phone functions as needed
• Develop effective working relationships with tenants to establish a point of contact for future requests for information, service, or assistance.
• Research and respond to requests for information, service or assistance by telephone or by

e-mail promptly and thoroughly.

• Prepare tenant correspondence and broadcast email announcements
• Liaison between tenants/vendors and APM and SPM
• Respond to tenant inquiries and problem calls
• Prepare new tenant welcome packages, process information when it is returned
• Ordering new tenant signage, welcome gift
• Obtain and maintain tenant COI renewals
• Tenant Event Planning
• Maintain tenant emergency contact information
• Anticipate and respond to tenant needs demonstrating professionalism, courtesy, and sensitivity in all contacts.

PROPERTY MANAGEMENT

• Maintain and admin Angus work-order system and visitor management system
• Maintain building keycard and access software, issue/collect keycards
• Coordinate and on occasion oversee vendor activities, providing access as necessary
• Monitor and track tenant and vendor certificates of insurance renewals
• Assist PM team during floor warden training and evacuation drills
• Prepare accurate and timely correspondence to tenants and vendors as directed
• Effectively coordinate relationships with those vendor(s) as directed. Monitor vendor(s) performance to ensure compliance with the specifications/terms of their contract.
• Work with building staff to maintain building amenities, shared conference room, kitchen area and office common areas in a Class A manner.
• Draft and administer vendor contract addendums and service contracts.

FINANCIAL

• Review incoming invoices for validity and scan to payables process
• Code payables to appropriate property and G/L accounts
• Research vendor/payables history when needed
• Run reports as requested or required by Property Manager or other ECP personnel
• Assist with monthly accrual reports
• Process expense reports for Property Manager
• Prepare monthly tenant billable reports and distribute monthly rent statements
• Follow up on accounts receivable (rent collection); prepare Aging report/delinquency control/Late Fees

GENERAL ADMIN

• Attend and prepare minutes for weekly staff and monthly asset meetings
• Update and distribute daily building calendar
• Maintain property-specific tenant and vendor contacts/databases
• Maintain and order office supplies
• Sort and process mail, including incoming and outgoing, messenger and overnight, faxes and packages, as needed
• Perform standard clerical tasks as needed
• Create documents/reports when requested (Word, Excel, PowerPoint and Outlook)
• Assist with special projects as requested
• Keep property manager apprised of all activity on daily basis at minimum

ATTITUDE:

• Comfortable in small office atmosphere
• Positive energetic attitude
• Self-starter, able to work with minimal supervision
• Detail oriented, able to prioritize, exceptional organization
• Strong problem solving and follow-up skills

OFFICE SKILLS:

• Strong written and oral English communication skills
• Strong Excel skills
• Some basic accounting experience
• Knowledge of general office administration
• Familiarity with basic office equipment: copy machine, printers, etc.

Intermediate typing and computer skills: Microsoft Word, Outlook, Adobe Acrobat and Internet software

COMPETENCIES/EXPERIENCE REQUIRED:

• Experience: 1-3 years in property management or a high-level administrative role. Demonstrated ability to communicate effectively across all levels of employees and corporate

BENEFITS

• 401k
• Medical, Dental, Vision
• Life Insurance
• Paid Time Off
• Paid Holidays

PAY TRANSPARENCY

This job posting may span more than one career level.

In addition to base salary, this job may be eligible to participate in our corporate discretionary bonus program, and depending on the position offered, it may also be eligible to receive a commission. Additionally, ECP offers a wide range of benefits to full-time employees, including medical, dental, and vision insurance, 401(k) program with employer match, vacation, and sick leave.

To provide greater transparency to candidates, we share base pay ranges for all California based jobs. We set standard base pay ranges for all roles based on function, level, and geographic location, benchmarked against similar industry companies. Final offer amounts are determined by multiple factors including skills, depth of work experience and relevant licenses/credentials, and may vary from the amounts listed below.

The base pay range for this position is: $70,000.00-$80,000.00 + Bonus

EEO STATEMENT

ECP is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. ECP is an equal opportunity employer and as such, openly support and fully commit to recruitment, selection, placement, promotion, and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state, or local laws. We believe that diversity and inclusion among our teammates is critical to our success.