Portfolio Administrator-Commercial Properties - Goleta, CA

The Towbes Group•Goleta, CA

3d•$31 - $47

About The Position

At The Towbes Group, we proudly create communities where people thrive. Headquartered in Santa Barbara, California, The Towbes Group is an award-winning, fully integrated property management, development, and construction services firm with over 60 years of experience on the Central Coast. We live and breathe these attributes with all we do. As an integral Commercial Property Management Department (CPMD) team member for the Towbes Group, this position will provide extraordinary customer service to our internal team members and external customers, exemplifying our core values and our dedication to quality and service. This position will have direct responsibility as a CPMD team member to assist in the accomplishment of the department's goals and objectives. This position will elevate the team as a member of the companys high-performance culture that emphasizes Community, Integrity, Quality, ROI, Sustainability, Team, and Customer Service. The Portfolio Administrator supports the Commercial Property Director and property managers in collaboration with key members of the Towbes team. Prepares and produces reports, reviews databases to determine relevant data; analyzes operations with managers/supervisors. Supports day-to-day operations and provides overall project administration and support to the Commercial Property Director and other key members of the Towbes team.

Requirements

Bachelors degree preferred or comparable administrative operational experience.
Minimum 3 years in a real estate property management position, commercial property management preferred.
Ability to travel between the corporate office and organizations throughout Ventura and Santa Barbara Counties.
Ability to travel to industry conferences as needed.
Must have a valid drivers license and a dependable vehicle.
Intermediate to advanced-level knowledge of Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
Skilled in collaborating within fast-paced, team-oriented environments.
Strong verbal and written communication skills.
Strong organizational skills for managing materials and information.
Self-motivated with a proactive approach to outreach and follow-up.
Committed to maintaining the highest level of confidentiality in all matters.
Adept at managing multiple tasks while adapting to shifting priorities within the Commercial Property Management Department.
Ability to work independently and prioritize effectively in a challenging environment.
Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty.
Strong problem-solving skills.
Provide high-quality customer service whether to the internal or external customer.
Ability to put people first in all aspects of your position.
Work with the intent of the betterment of our community.
Ability to effectively comprehend and interpret policies and procedures in the work environment.
Ability to collaborate effectively as a team member.
Ability to exercise good judgment in making decisions.
Ability to work under pressure and complete tasks within prescribed time frames.
Ability to disseminate information and guidelines clearly to others and check for understanding.
Excellent interpersonal skills to communicate effectively with a wide range of employees and customers.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations.
Ability to create and/or write reports, business correspondence, and/or procedural manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
Ability to calculate figures and perform basic math functions.
Ability to interpret various instructions furnished in written, oral or schedule form.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, repetitive wrist movements, talk, hear, walk, and sit.
The employee is occasionally required to stoop, kneel, or crouch.
The employee may be required to climb stairs, stand or sit for extended periods.
The employee may occasionally lift, push, pull, carry and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.
The noise level in the work environment is usually moderate.
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job.
The physical demands described here represent those that an employee must meet to perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Responsibilities

Initial point of contact for tenant requests, including emails, work orders, and calls.
Initial point of contact for all incoming calls to the department, general emails, and visitors.
Maintain tenant information and sensitive financial statement filing.
Send Welcome packets and initiate contact with new tenants.
Maintain/monitor the tenant portal site.
Assist tenants with rent/CAM payments.
Upload new and existing tenant contact information in Yardi Voyager.
Assist property managers with drafting and sending announcements and other forms of verbal and written communication with tenants.
Process/code all payables, and charge backs to tenants as required.
Process lease commissions payments due to brokers.
Utility management and tracking; maintaining monthly reports to gauge accounts, demand and expenses.
Administer, track, and manage Commencement Date Memorandums in concert with managers.
Obtain and organize all property site plans and general lease exhibits.
Collect and file sales reports for retail tenants.
Project management support as needed for various department and facilities projects.
Prepare property management proposals for third-party management opportunities.
Work closely with Commercial Property Director and other Towbes team members to participate in the implementation of new and existing software systems and processes to meet the organizations various objectives, departmental or companywide.
Assist with the preparation of the Quarterly Asset Management Report and annual budget process.
Periodic administrative support for in-house Associate Counsel.
Other Duties as assigned.