Commercial Property Administrator

Westmount Realty Capital•Itasca, IL

6d•Onsite

About The Position

The Property Administrator will be based in our Chicago, IL office. The Property Administrator will be responsible for providing support to the Property Managers of light industrial assets located in the greater Chicago, IL area.

Requirements

Bachelor’s Degree or commensurate experience required
Microsoft Office proficiency
Workplace experience, minimum of 3 years in a workplace setting

Nice To Haves

Experience with Yardi/MRI and AVID Xchange accounting software preferred
Commercial Real Estate Experience preferred

Responsibilities

Provide administrative assistance to the Property Manager, including phone support and drafting, filing and distribution of correspondence and reports.
Create and maintain tenant and vendor contact lists to include emergency contact numbers and email addresses.
Maintain efficient filing system for property management files.
Review and code property related invoices in a timely manner.
Draft tenant bill-backs for manager approval, distribute invoices to tenants, and ensure payment received.
Review and reconcile tenant account ledger reconciliations.
Review rental increases and communicate or send any notices that need to be sent to tenants.
Review Aged Receivable reports in accordance with company policy to ensure timely collections from tenants.
Process security deposit refund forms as requested by Property Managers.
Contribute to monthly financial reports including variance analysis and accrual needs.
Participate and assist with annual estimates and reconciliations of Operating Expenses.
Participate with budget process including the collection, organization and entry of budget materials. Request bids from vendors, analyze, and recommend budget draft.
Establish relationships and interact with key clients: All tenants, vendors, owners, etc.
Develop and maintain a point of contact with each tenant in order to understand and assist with their business objectives, as it relates to their account needs.
Provide tenant services in a proactive manner for meeting tenant requests within their premises and the buildings’ common areas, in accordance with lease agreements.
Promote goodwill, provide high-quality service, and implement tenant retention practices.
Abstract all new leases, enter information into accounting system. Enter and manage all lease notes, maintaining critical dates and reminder files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
Review and prepare for execution and distribution, leases and exhibits to proper parties.
Create and maintain system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.
Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items. Perform property lease file audits.
Manage the commission calculation and payment process. Calculate all commissions in accordance with the listing agreement or commission agreement. Process all invoices for payment upon obtaining the approval from Asset Management.
Oversee the review and track Tenant Improvement allowance and ensure that improvement is being administered properly and within lease guidelines.
Directly involved with the office and property day to day operations.
Receive tenant maintenance calls and determine services needed. Coordinate tenant maintenance/repair requests with maintenance team or appropriate vendors and notify tenant of proposed solution.
Provide support to Property Managers for special projects, ie: acquisitions, dispositions, refinances.
Review and maintain Certificates of Insurance to ensure insurance requirements are met for: Tenants, Contractors, Vendors, and Suppliers.
Manage lease compliance enforcement procedures, ie: notices, tracking, and follow up.
Solicit bids and create vendor contracts using standard forms for all recurring service vendors and construction related projects.
Request proposals for utility contracts, annual service contracts, etc.
Create and maintain Tenant Lease files (hard copy and electronic copy) upon receipt of executed lease documents and maintain through lease term.
Review Lease document for maintenance obligations or special terms and proceed accordingly.
Manage utility accounts and transfers for house meters, vacancies, new tenants, clean & show permitting, acquisitions and dispositions.
Other duties may be assigned.