Property Administrator

Ascend

San Francisco, CA

$60,000 to $65,000 Yearly
Vision , Medical , Dental , Paid Time Off
Full-Time

Job Description

Commercial Real Estate Property Management Administrative Coordinator

Job Description

The Property Management Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Property Management Administrative Coordinator will also work with tenants resolving issues and executing on special requests. The successful Property Management Administrative Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Property Management Administrative Coordinator include the following:

Responsibilities Include:

Provides direct administrative support to Property Manager, Assistant Property Manager and Chief Engineer (CE) and tenants as needed
Serves as the main point of contact (POC) for service requests from tenants
Entry of tenant service requests into work order system
Ensures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standards
Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.
Codes and splits invoices based on cost centers and services performed
Prepares bill backs/re-bills for special tenant requests
Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthly
Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.
Assists in management audits and prepares all files and records in preparation for the audit
Internal and external correspondence
Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policy
Update and file all documents for vendors and tenants and ensure that contract and lease administration files are accurate and up to date
Maintain and update tenant contact databases
Organize departmental meeting and travel arrangements
Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.
Manages the new tenant welcome and orientation program
Revises and distributes updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary Book
Processes all aspects of accounts receivable
Obtains completed W-9 forms from all vendors
Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines
Tracks budget line items relating for administrative account purchases and resolves negative variances relative to budget

Requirements

2+ years of previous Coordinator experience with commercial real estate experience a real plus!
Highly proficient in Microsoft Word, Excel, and Outlook.
Professional, reliable, flexible and have a positive, can-do attitude.
Excellent attention to detail with strong customer service skills and ability to prioritize
Ability to communicate well in both written and verbal communication forms.
Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects.
Interest in real estate.

Education