Now Hiring - Vanderbilt Office Properties, LLC - Real Estate Property Administrator in Boca Raton, FL

Full description of the position

Job Description

Property Administrator

Position Title: Property Administrator

Job Status: Hourly, Non-Exempt, Full-time position

Reports to: Property Manager

Company: Vanderbilt Office Properties, LLC

Location: Boca Raton, FL

Position Overview:

The Property Administrator's primary responsibility is to support the Property Manager in all aspects of operations, including property administration and maintenance. The Property Administrator will consistently project professionalism and assist in promoting, establishing, and sustaining a positive tenant relations program and maintaining productive vendor relationships. This position is also responsible for cultivating and enhancing the Vanderbilt Office Properties brand.

Accountabilities/Responsibilities:

• Manage the property work order system to ensure tenants' service requests are responded to and taken care of professionally and promptly.
• Conduct weekly inspections of the property (inside and around the property), document observations and deficiencies, distribute to the PM and engineers, and put items in the work order system.
• Assist with preparing and coordinating bid proposals and service contracts.
• Assist with writing building notices and tenant correspondence.
• Accounts Payable duties – review, verify, and code invoices for PM approval and enter invoices into the payable system when necessary. Assist with the setup of new contractors and respond to vendor Accounts Payable questions.
• Accounts Receivables duties – assist tenants with billing questions, reconcile tenant accounts, prepare late letters, review recurring rent charges, prepare monthly non-recurring tenant charges, etc.
• Assist with monthly and quarterly management reports such as accruals, variance explanations, and annual budget preparation.
• Promote and foster positive relationships with tenants and owners. Plan and implement tenant relations programs and events.
• Provide full administrative support, including phone support, writing reports, filing, and distribution of correspondence.
• Maintain leases, contracts, projects, and any other files located in the Management Office or shared folders.
• Track and file tenant and vendor insurance certificates. Maintain a follow-up system for expiration.
• Provide lease administration support, e.g., updating tenants' on-site, accounting, emergency contacts, tenant move-in and move-out process, etc.
• Schedule and coordinate meetings/special events as required.
• Assist with tenant inquiries and concerns, communications, and managing public relations.
• Ensure management and engineer offices are stocked with office and other supplies.
• Assist with and complete miscellaneous tasks and special projects.
• Perform other duties as assigned.

Qualifications/Requirements:

• BA or BS degree from a four-year college or university, and one to two years related experience and training, or equivalent combination of education and experience.
• Minimum one (1) year experience in a commercial property management office environment preferred.
• Manage multiple tasks in a fast-paced environment.
• Detail-oriented with excellent organizational, analytical, verbal, and written communication skills.
• Proven ability to be flexible, prioritize and manage multiple projects, as well as solve problems in a timely manner.
• Proficiency in Outlook, Excel, Word, and computer skills required. The ability to learn new computer software is required; experience with Angus Anywhere and Yardi (Voyager) is a plus.
• Ability to keep the information strictly confidential.
• Strong desire to succeed in an entrepreneurial environment.
• Workday starts at 8:00 AM. Timeliness is a must.
• Must possess a current and valid driver's license and a reliable mode of transportation.

Class: Full-time, non-exempt

Equal Opportunity Employer.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location