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Property Administrator

Property Administrator

San Diego, CA

A fully integrated commercial real estate investment company is looking for a well-rounded and experienced Property Administrator to support the property management team and anticipated doubling of their portfolio over the next few years.

The Property Administrator reports to the Property Manager and works directly with the Property Manager and Engineering staff, providing support as needed to all team members. It is the responsibility of the Property Administrator not only to exhibit exceptional customer service when communicating with tenants, prospective tenants, vendors and team members, but also to focus on productivity and programs on a day-to-day basis that will assure that all projects are managed and executed.

Responsibilites

  • Serve as primary point of contact for tenants and coordinate all incoming tenant requests for services; assess nature/urgency of request, determine priority and initiate action. Follow up to ensure completion.

  • Prepare monthly accounts receivable reports and collect outstanding receivables from tenants; prepare tenant default notices and work with outside counsel as needed to facilitate eviction proceedings.

  • Manage and track status of current certificate of insurances for all tenants and vendors, including monitoring expiration dates to ensure that compliance is maintained

  • Assist with property acquisitions and dispositions by preparing post-close communications, reviewing and organizing due diligence materials, scheduling site visits with tenants and contractors, and estoppel preparation and tracking.

Tenant/Property Administration Duties

  • Work with Maintenance Engineer to help coordinate property work with vendors and tenants.

  • Compose and distribute correspondence and memos relating to property services and operations.

  • Respond timely to tenant requests.

  • Maintain tenant database in Yardi and other systems as needed.

  • Prepare vendor contracts for review and manage signature process using DocuSign

  • Assist with the preparation of annual budgets.

  • Assist in managing the work order and property inspection platform (Yardi Facility Manager)

  • Contribute to team efforts and assist assigned individuals/teams in special projects

  • Assist with CAM Reconciliation and Estimate preparation for review by Property Manager and Accounting.

  • Assist with tenant move-in and move-out procedures.

  • Organize tenant appreciation events and gifts.

  • Assist with other special requests as needed.

Accounts Payable/Receivable

  • Prepare monthly invoicing associated with tenant bill backs.

  • Work with vendors, utility providers and others providing service to ensure accurate billing.

  • Prepare electronic set-up of construction jobs and assist with managing workflow and job close-out packages, including obtaining lien waiver documents.

  • Assist with coding invoices for the property.

  • Review and approve monthly reports from Accounting such as tenant charges, late fee reports and rent statements.

Requirements

  • Bachelor’s degree in Real Estate, Accounting, Economics or related field.

  • Two to four years’ experience in the real estate industry.

  • Experience in industrial and/or office properties required.

  • Proficiency with property management/accounting software; preferably Yardi (Voyager, Payscan); Excel and other MS Windows applications.

  • Excellent verbal, written and organizational skills.

  • Ability to work in a fast-paced, collaborative, and results driven environment.

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