The Property Administrator position provides exceptional administrative support to the property management team and tenants. The Property Administrator assists with day-to-day operations including office administration, accounts payable, and enhancing tenant relations; while emphasizing a positive response to daily responsibilities.
II. Essential Function and Responsibilities:
The following list of responsibilities for the Property Administrator is an overview of required duties. Job responsibilities may change as necessary depending on special projects or tasks that arise.
General Administrative Responsibilities
Assist PM and property staff as directed.
Greet walk-in tenants, visitors, and vendors; handle their needs or connect them with the appropriate team member.
Answer all incoming phone calls.
Open and close the management office.
Receive, process, and ship all mail packages.
Maintain adequate levels of office and equipment supplies as directed by the Property Manager.
Ensure proper operation of all office equipment.
Maintain all files including tenant lease files, vendor files, service contracts, and other property files.
Collect, process, and ensure accuracy of all invoices for the property.
Assist vendors with payment status.
Complete forms for setting up new vendors for payment.
Prepare and send tenant additional services forms.
Prepare, submit, and file tenant billings.
Apply charges in the property’s work order system for access cards, overtime air, and conference no show fees.
3. Tenant & Vendor Relations
Promote and foster positive relationships with tenants and clients with every interaction.
Develop strong working relationships and open communications with tenant contacts.
Monitor and maintain the property work order system to ensure tenant requests are being addressed.
Correspond with tenant and vendor contacts on property related tasks, security clearances, and issues.
Send notices to tenants and vendors relative to property happenings.
Train tenants on use of the property’s maintenance request system, visitor registration portal, and educate tenants on where to access important property information.
Track tenant anniversaries and welcome letter/gifts, order and coordinate delivery of gifts as directed by PM.
Setup tenant contacts on the property maintenance request system and visitor registration.
Prepare, send, and file vendor service contracts and track the process on the contract tracking sheet.
4. Building Operations
Communicate with engineering, janitorial, parking, and security staff to accomplish tasks.
Manage building conference center schedule, set-up, take-down, and billings as required. Ensure any use forms are signed and collected.
Maintain and file fitness center waivers.
Be familiar with building emergency procedures manual to be able to direct tenants during emergency situations.
Update tenant/vendor contact sheets including emergency contact lists as necessary.
Assist with security and janitorial communication including daily tenant requests, afterhours access, etc.
Manage loading dock activity, coordinate building access with tenants and vendors as directed by PM.
Participate and assist with tenant appreciation events.
Assist Property Manager with move in and move out activities of tenants.
Perform miscellaneous activities or projects as directed by the Property or Regional Manage
Maintain compliant certificates of insurance for tenants and recurring contract vendors.
Collect certificate of insurances from tenants for vendors they are using within their space prior to onsite vendor work.
Assure that tenants have a valid certificate of insurance prior to move in.
Communicates and interacts with the entire property management team to successfully execute the day-to-day operations required at the property.
Communicates and interacts regularly with tenants to collect and facilitate property maintenance issues and with 3rd party service providers to complete service requests.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associates degree (A.A.) or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience, preferably in a commercial real estate capacity.
Banyan Street Capital is a leading private real estate investment firm with the expertise and resources to deliver effective solutions for today’s commercial real estate market. As a premier owner and operator of office buildings, we help our investors and partners implement strategies that add market value and deliver high risk-adjusted returns.