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Property Administrator

Property Administrator

San Diego, CA

A privately held and operated real estate company is looking for a Property Administrator/Assistant Property Manager to be a part of their close-knit and highly successful San Diego team. The position is associated with the administration of a portfolio of commercial real estate properties, working closely with the Real Estate Manger/Asset Manager assigned to the portfolio. It is a dynamic position in a highly interactive business environment reporting to a specific real estate manager, and supporting the broader company administrative needs.


  • Types, thoroughly proofreads, and photocopies all correspondence for all assigned individuals

  • Transmits all interoffice documents in folders for correspondence, invoices, and mail or filing

  • Interfaces with Accounting Staff in the maintenance of accounting records for managed properties

  • Prepares Tenant Information Sheets to be input into accounting system by Accounting Staff

  • Maintains chronological files

  • Purges computer of unnecessary documents in accordance with Firm policies and procedures

  • Assists assigned individuals in special projects

  • Supervises vendors and maintenance personnel and repair contractors; Uses Work Follow- Up forms to track progress

  • Prepares, updates, and logs vendor and contractors Purchase/Work Orders and insurance certificate requirements

  • Reviews specifications of service contracts

  • Maintains good management relations with all tenants

  • Answers tenant calls; Logs and responds to requests

  • If PAD is the first person in the office, they are responsible for checking with the answering service each morning for overnight messages; If they are the last Administrative Staff in the office, they are responsible for forwarding the telephones to the answering service and locking the front office door

  • Responds to all telephone calls promptly, but in no case later than 24 hours

  • Prepares monthly statement letter for review by PM/REM, and Accounting Staff

  • Prepares Budget Variance Reports in conjunction with PM/REM

  • Reviews Schedule of Charges report, indicating changes if      necessary

  • Reports to a MD if a PM/REM does not respond to an urgent page, during office hours, within 30 minutes of the first page

  • Compiles and maintains Property Emergency Information data file and Tenant Emergency Information in the Tenant Directory contained in the Emergency Information Database for assigned properties

  • Immediately delivers to the COO or MD any lawsuit filed against the PAD or IDS

  • Prepares security deposit statements forms for approval of PM\REM

  • Processes invoices for PM/REM’s review and approval

  • Compiles data and prepares annual CAM reconciliation for review by PM/REM

  • Calculates tenant CPI adjustments and prepares draft letters for review by PM/REM and Accounting Staff

  • Prepares annual property tax bill-back for review by PM/REM.

  • Assists PM/REM in the preparation of market and financial analysis

  • Drafts Property Management Audits for review by PM/REM

  • Compiles data and prepares draft of annual property budget for review by PM/REM

  • Assists PM/REM in the completion of non-administrative duties of the Property Takeover List

  • Assists PM/REM in the preparation of Proposals to Lease for new prospective tenants and existing tenant renewals

  • Makes delinquent rent calls, assesses late charges according to Lease provisions, and assists REM with recommendations on follow-up actions

  • Prepare and carry out a set of goals for professional development


  • 3+ years of property management/administration experience

  • Bachelor’s Degree preferred

  • Real estate license required

  • Competency in general office procedures

  • Competency in all utilized computer programs and functions necessary to perform real estate management functions

  • Knowledge of accounting principles and procedures

  • Competent in verbal and written communication

  • Problem solving ability

  • Organization and accuracy of work

  • Ability to effectively manage multiple tasks and duties timely and accurately

  • Attitude and teamwork with all professional relationships, both internal and external

  • Professional demeanor and courtesy

Building Careers I San Diego Search Firm I Executive Search for Commercial Real Estate Careers