Job Title
Property Administrator
Job Description Summary
Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.
Job Description
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Performs administrative support functions including phone support, greeting and assisting incoming clients, assisting tenants as directed, fielding complaints and issues and referring to the correct member of management, preparing correspondence, conducting mailings and transmitting communications using various forms of media, maintaining tenant and building files, calendaring of schedules and meetings, maintaining files and records, inputting data and preparing digital reports
- Schedule and coordinate meetings/special events, as requested
- Prepare and code invoices for Property Manager’s approval
- Assist in lease administration activities, including tenant contacts and insurance information; generate reports
- Prepare and coordinate bid proposals, contracts and purchase orders. Assist in bidding process and assist Property Manager(s) in their efforts to ensure compliance with C&W’s policies and procedures
- In compliance with budget and expenditure controls, will assist in processing accounts payable, process purchase orders and related paperwork, handling receipts, assisting with banking, review application of contracts and addendums as they relate to payments, review approved invoices and checks prior to payment, enter and code bills, and assist with tenant collections as needed.
- Ensure office is stocked with office supplies and other required items to maintain the office
- Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software
- Track and file contracts and insurance certificates; maintain follow-up system for expiration
- Monitor and maintain the property maintenance work order system and prepare monthly reports for Property Manager on status of tenant work orders
- Maintain lease and contract files, as well as other files located within the property management office
- Promote and foster positive relationships with tenants and clients and track service calls as required
- Assist with monthly and quarterly management reports as well as annual budget preparation
- Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval
KEY SKILLS
1. Communication Proficiency (oral and written)
2. Customer Service Focus (internal and external)
3. Organization Skills
4. Interpersonal Skills
5. Initiative
6. Multi-tasking
7. Problem Solving
KNOWLEDGE AND EXPERIENCE
- A minimum of two (2) years of work experience in an administrative capacity. Experience with data entry, basic reporting, filing, answering phones, scheduling, and communications is a must.
- The candidate must be computer literate, including exceptional proficiency in Microsoft Suite and other database applications.
- The ideal candidate is a strong communicator with excellent customer service and analytical skills.
- Must be proficient in communicating at all levels in both oral and written form and competent at preparing professional, comprehensive memorandums, letters, reports, documents, files, etc.
- Understanding of general accounting and financing is a plus. Working knowledge of account payables, receivables, budgets, and expenditure control is also desired.
- Must be able to work independently, multi-task and to prioritize work requests.
- Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information
IMPORTANT EDUCATION
High school diploma/GED equivalent; Bachelor’s degree preferred
- Maintain the property purchase order system
ADDITIONAL ELIGIBILITY QUALIFICATIONS
- Exceptional proficiency in Microsoft Office Suite
- Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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.
While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 85% of the time; and extend hands and arms in any direction.
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or emailHRServices@cushwake.com. Please refer to the job title and job location when you contact us.
