Property Administrator

Job Title: Property Administrator

Exempt/Non Exempt: Full-Time, Non-Exempt

Department: Property Management – Denver

Reports To: Property Manager or Assistant Property Manager

Date: 02/2019

Essential Functions:

• Assists Tenant Services Coordinator in answering, screening and directing incoming calls.  Assists property and engineering teams with tenant and vendor customer service
• May assist Tenant Services Coordinator in reviewing Angus work order system throughout the day to ensure prompt response times; enters requests from tenants and others into Angus as needed
• Assists Property Manager with property budget process including obtaining bids and related pricing
• Service Contract Administrator:
  • Verify vendor is active in Planet Granite; if not, complete new vendor set up, including vendor activation in Planet Granite and providing appropriate billing information
  • Determine what contract is needed and draft as needed. Check with Property Manager for accuracy
  • Monitor and track contracts to completion
  • Upload to Planet Granite
  • Continuously monitor for expiring service contracts. Work with property manager to conduct bidding process.
• Conducts walkthroughs/property inspections with vendors and building engineers, as requested by Property Manager, to compile a list of maintenance items. Coordinates vendor maintenance issues.  Follows up on the status of vendor jobs
• Tracks certificates of insurance for tenants and assists corporate in obtaining vendor insurance certificates.  When necessary, prepares correspondence for any insurance issues
• Codes invoices for payment, obtains Property Manager’s approval, and forwards original invoices for payment.
• Assists with tenant correspondence, including:  letters, memos, newsletters, etc.
• Coordinates estimates resulting from tenant work order requests through Angus portal function
• Prepares manual tenant bill back invoices
  • Completes submeter billings within three days of receipt from engineer
  • Complete access card billings monthly no later than the 15^th
  • Complete 3^rd party bill backs in conjunction with Nexus Coding within one week to ensure timely invoice payment
  • Complete misc. work order billing (all billings that will not result from third party management invoice) concurrently with 3^rd party bill backs
• Completes data entry for utility tracking and other benchmarking tools
• Assist in scheduling building training/conference facilities
• Assists in coordinating building functions in conjunction with property team.  Assists with property team with other tenant-related functions
• Maintains property files
• Coordinates Move-In/Move-Out Process
• Assists with lease administration including lease summaries and rent increase correspondence
• Offices at another location twice per week maintaining office administrative functions as needed
• Other duties may be assigned

Qualifications/Requirements:

High school diploma or general education degree (GED) required; and a minimum of two to four years of related experience and/or training preferred. Proficient in Microsoft Office, Outlook and JD Edwards.   Excellent customer service skills.