Posted: 03-Feb-23
Location: Atlanta, Georgia
Type: Full Time
Categories:
Internal Number: SFT
I. Position Summary:
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.
2. Accounting
- 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
5. Insurance
- 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.
Internal Relationships:
Communicates and interacts with the entire property management team to successfully execute the day-to-day operations required at the property.
External Relationships:
Communicates and interacts regularly with tenants to collect and facilitate property maintenance issues and with 3rd party service providers to complete service requests.
Supervisory Responsibilities:
None.
Qualifications:
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.