Property Administrator

Educational Requirements / Experience

• Bachelors Degree in Real Estate, Finance, Business or Accounting is preferred or equivalent work experience
• Candidate must have a minimum of 5 years residential and commercial real estate accounting experience

Required Skills

• Excellent written and verbal communication skills
• Excellent organizational skills
• Excellent problem solving skills
• Ability to work in a team environment and independently
• Ability to effectively execute assignments and meeting stringent deadlines. Must be able to multi-task and prioritize a wide range of responsibilities
• Proficient in Microsoft Office Suite specifically Excel
• Proficient in Skyline Property Management Accounting software (required)
• Uses a computer in conjunction with various software packages the majority of the day
• Detail-oriented. Must have outstanding follow up and follow through
• Your ability to learn and your drive to be the best is the most important long term skill we seek in our candidates
• Understanding of lease language
• Consistently accurate
• Ability to keep information strictly confidential
• Must have knowledge of RAP (Rental Assistance Programs)

Job Summary

• Handles: one commercial / residential property, two residential condominium associations (94 units), residential rental units (129 units)
• Handles the day-to-day lease obligations and all details that arise in the administration of the properties
• Maintains relationships with tenants
• Process rent and occupancy related receipts. Note that we are transitioning to a receivables platform, Clickpay.
• Has working knowledge of all clauses of Tenant’s Leases
• Notifies Tenants of any default in performance of Lease terms. Ensures that Lease changes and rent increases are taking place in accordance with the Lease terms.
• Enters Leases, renewals, assignments into Skyline
• Provides information to landlord for new and renewal negotiations
• Receive all tenant requests, log and dispatch all complaints to facility manager / property superintendent or other person as necessary. Follow up with tenants promptly.
• Receive and keep up-to-date files on all correspondence from tenants and lease files, tenant insurance tickler files, and service contract files and property files. Prepare tenant invoices.
• Prepare, review and research aged receivable reports. Work with tenants and management to resolve any aged items. Initiate late payment calls, reconcile A/R, and follow-up on collections as required. Work with legal to file evictions for non-paying tenants.
• Maintain current and complete certificates of insurance for all tenants in files. Maintain follow-up system for expiration
• Prepare abstract of leases and other real estate documents
• Track and file HVAC and other contracts as required in tenant leases
• Run credit checks
• Common Area Maintenance reconciliations for properties and electric/utility reconciliations
• Reports insurance claims in a timely manner.
• Establish, prepare, review and monitor budgets; review all expenses and report any unusual variances and provide information detailing causes and corrective action.
• Receive, enter and properly code all invoices for approval. Check all invoices for accuracy.
• Process and pay the invoices internally and through third party vendor, AvidXchange.
• Work with vendors on clearing up any billing problems if necessary
• Ensure that Purchase orders are signed before payments are processed
• Ensures invoices match contract pricing.
• Scanning of all documents for properties managed including but not limited to leases, partnership documents, invoices, agreements, contracts etc.
• Creation and distribution of client (owner) reports.
• Special projects as assigned
• Phone support
• Reconciliation of monthly bank statements, plus maintaining security deposit accounts
• Projections and budgeting as required
• Filing
• Record incoming checks into log book and issue copies to management.
• Contract/Warranty book updates
• Maintain files for Mortgage & Guarantee information on properties
• Analyses of utility accounts and reconciliations as necessary