Job Description
Classification: Property Administrator
Compensation: $23.00 to $26.00 hourly
Concord Property Management company is in need of a property administrator. This is a temp-hire position that REQUIRES a background in commercial property management. If you do not have a background in commercial property management please do not apply. The hours are Monday-Friday 8am-5pm. This position is ONSITE and located in Concord.
1.Report directly to both the General Manager ("GM") and the Property Manager ("PM"); meet as necessary to discuss key issues.
2.Answer phones and assist tenants as needed.
3.Maintain all tenant, vendor, payable and receivable files.
4.Maintain and reconcile petty cash account at a minimum of once a month as outlined on monthly accounting calendar.
5.Stamp and prepare all payables accordingly and distribute to PM for approval.
6.Maintain all fire safety coordinator lists, emergency supplies, & disabled persons lists. Audit for updates every six months.
7.Coordinate Tenant anniversary gifts. Assist PM/GM with coordination of tenant appreciation event and other promotional activities.
8.Maintain and store terminated Tenant lease files, construction files & close out packages. Package and store end-of-year files (payables, special services, etc.).
9.Calculate and prepare tenant invoices for all Special Services billings. Includes determining after hours lighting and HVAC costs for tenants.
10.Prepare monthly occupancy schedule for CAM specialist and janitorial company.
11.Maintain all tenant contact information. Audit for updates every six months.
12.Update/Maintain property contact sheets.
13.Prepare and distribute as requested Purchase Orders & Tenant Authorization Forms.
14.Prepare as requested tenant invoices outside of Special Services.
15.Provide administrative support to PM & GM as assigned.
16.Assist as requested in preparation of annual budgets for each building with PM & GM
17.Coordinate with Sierra Pacific office to collect all certificates of insurance for new tenants, updated insurance for existing contracts and all certificates for tenant related service providers. Ensure compliance with contracts and leases.
18.Administer access cards to new tenants upon move in.
19.Administer parking permits to new tenants upon move in.
20.Coordinate month-to-month parking with tenants on an ongoing basis and distribute necessary agreements to Sierra Pacific office. Update/maintain parking diagram(s) as necessary.
21.Coordinate tenant move-ins and move-outs including mail service, move in packet, janitorial start date, keys, move in gift, etc.
22.Maintain loading dock schedule (if applicable). Coordinate tenant deliveries and ensure proper insurance requirements are fulfilled.
Job Requirements:
Commercial Buildings, Commercial Property Management, MS Excel, Yardi Property Management, Yardi Property Management
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