Candidates

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.

Responsibilites

• 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

Requirements

• 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