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Position Title: Property Management Administrator

Business Unit: Cardoza Properties, Inc.

Reports to: C.E.O.

FLSA Exempt: Non-Exempt

Salary: $50.00 Hourly

We are seeking an organized, proactive, and versatile Property Management Administrator to join our team. In this role, you will split your time between overseeing day-to-day property operations and providing high-level administrative support to ensure the office runs efficiently.

The ideal candidate possesses strong communication skills, excellent problem-solving abilities, and a background in real estate or property management. You will serve as the primary point of contact for tenants, vendors, and internal staff.

Responsibilities:

Job duties typically include and without limitation:

· Oversee day-to-day operations of commercial properties (ex: cleaning and maintenance), facilitating contract negotiations

· Develop strategies for collection of receivables with Management

· Coordinate collection documentation of all revenues following lease obligations of tenants and the company policy on accounts receivable.

· Collect delinquent accounts promptly.

· Communicate with the accounting department to ensure accuracy of rent roll and accounts receivable.

· Reconciling CAM expenses, preparing documentation and information sheets.

· Maintain accurate records of current space conditions including roof, HVAC, utilities, and special circumstances.

· Perform property inspections and prepare inspection reports.

· Ensure tenant compliance with lease requirements.

· Prepare statements and documentation needed for all company-related business.

· Assist in reconciliation at end of year.

• Prepare and edit correspondence, reports, presentations and real estate documents.
• Support internal and external communications on behalf of the executive team.
• Schedule, set-up and manage virtual meetings using Zoom, Microsoft Teams and Google Meet.
• Troubleshoot basic hardware and software issues for Windows.
• Conduct a variety of research, compile and synthesize data for senior executives.

· Track project timelines, deliverables, and key milestones.

· Maintain organized physical and digital filing systems for tenant leases, vendor contracts, and corporate documents.

· Report to work regularly and on time.

· Work closely with staff/employees and support general office business as needed.

· Produce consistent, high-quality work.

· Take direction and respond cooperatively to supervision.

· Follow all company policies stated in the Cardoza Properties, Inc. handbook.

· All other duties as assigned.

Qualifications/ Skills:

• Ability to prepare lease abstracts.
• Maintain confidential information.
• Ability to work both independently and in a team environment
• Experience drafting, researching, and handling confidential documents.
• Strong organizational skills, ability to prioritize requests, and meet deadlines.
• Sound decision making and problem-solving skills.
• Excellent verbal, written and interpersonal communication skills including the ability to write, edit, and proofread with accuracy and attention to detail.

· Proficient with Microsoft Office programs including Word, Excel, and OneDrive.

· Familiarity with cybersecurity best practices, including secure file handling, password management, and phishing awareness.

• Manage one’s own time, multi-task and change priorities quickly.

· Completes projects with minimal supervision.

· Maintain a professional, positive, and enthusiastic attitude.

· Works effectively under pressure.

EDUCATION and/or EXPERIENCE:

The ideal candidate will have 5+ years’ as an Administrative Assistant, with at least 2 years in real estate as a Property Manager.

CERTIFICATES, LICENSES, REGISTRATIONS:

Possession of or ability to obtain and maintain:

1. A valid state driver’s license with no major violations within the last 3 years.
2. Valid car insurance needed.
3. California Real Estate Salesperson License

This job may require the use of your personal vehicle to drive for business purposes.

PSYCHOLOGICAL DEMANDS OF THE JOB: The psychological demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee spends 2/3 or more of the total time on the job:

· Changing priorities.

· Being interrupted.

· Juggling multiple tasks.

· Working as part of a team.

· Interacting with people from other departments.

· Meeting deadlines.

· Paying attention to detail.

· Having to "think on their feet”.

· Building rapport with customers/vendors/community contacts, etc.

· Dealing with a "fast-paced" environment.

Employee spends 1/3 to 2/3 of the total time:

· Working alone.

· Dealing with irritated and angry people.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly (2/3 or more total time) required to:

· sit on an office chair up to 8 hours per day.

· use hands to finger, handle, or feel objects and controls such as those on telephones and computers.

· talk and hear in person and on the telephone.

· reach with hands and arms, grasp objects, push/pull file drawers of 10-50 pounds, twist the upper body, rotate the wrist, and use finger dexterity writing and using the computer.

Frequently (1/3 to 2/3 total time) required to:

· kneel to file.

· squat to file.

· bend to file.

Occasionally (up to 1/3 total time) required to:

· lift 10 to 20 pounds from floor to desk or top of file cabinet and carry for a distance up to 10 to 40 feet.

· bend to file or retrieve an item on the floor or in a drawer.

· stand for several minutes at a time for up to 1 hour a day.

· walk for a distance of up to 10 to 5,000 feet up to 4 hours a day.

· climb stairs.

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.

**Work is performed in an office, no telecommuting. Regular hours of work are 8:00 a.m. to 5:00 p.m., Monday through Friday. **

EQUIPMENT USED:

Regularly:

Computer and printer

Telephone, Specialty Printer

Copier, 10-Key

Cell phone