Cushman & Wakefield - Philadelphia, PA

posted 2 months ago

Full-time
Philadelphia, PA
Real Estate

About the position

The Property Administrator at Cushman & Wakefield plays a crucial role in the Property Management Team by performing various administrative functions that ensure a high level of professionalism in handling property issues. This position is responsible for responding to and resolving tenant requests and concerns in a timely manner. The administrator will engage in a variety of tasks that include providing administrative support, managing communications, and maintaining records related to tenants and properties. Key responsibilities include performing administrative support functions such as phone support, greeting clients, assisting tenants, and fielding complaints. The Property Administrator will prepare correspondence, conduct mailings, and maintain tenant and building files. They will also be responsible for scheduling meetings and special events, preparing and coding invoices for the Property Manager's approval, and assisting in lease administration activities. This includes generating reports and managing tenant contacts and insurance information. In addition, the Property Administrator will prepare and coordinate bid proposals, contracts, and purchase orders, ensuring compliance with company policies and procedures. They will assist in processing accounts payable, handling receipts, and reviewing contracts and addendums related to payments. The role also involves maintaining office supplies, tracking contracts and insurance certificates, and monitoring the property maintenance work order system. The administrator will promote positive relationships with tenants and clients, assist with management reports, and process staff hours and tenant bill back invoices. Overall, this position requires a proactive approach to managing administrative tasks and fostering a positive environment for tenants and clients.

Responsibilities

  • Perform administrative support functions including phone support and greeting clients.
  • Assist tenants as directed and field complaints, referring to the correct management member.
  • Prepare correspondence, conduct mailings, and maintain tenant and building files.
  • Schedule and coordinate meetings and special events as requested.
  • Prepare and code invoices for Property Manager's approval.
  • Assist in lease administration activities, including tenant contacts and insurance information.
  • Generate reports related to lease administration and tenant contacts.
  • Prepare and coordinate bid proposals, contracts, and purchase orders.
  • Assist in the bidding process and ensure compliance with company policies.
  • Process accounts payable and related paperwork, handling receipts and banking.
  • Review application of contracts and addendums as they relate to payments.
  • Monitor and maintain the property maintenance work order system and prepare monthly reports.
  • Maintain lease and contract files, as well as other files in the property management office.
  • Promote positive relationships with tenants and clients and track service calls.
  • Assist with monthly and quarterly management reports and annual budget preparation.
  • Process management and maintenance staff hours, tenant bill back invoices, and check requests.

Requirements

  • A minimum of two (2) years of work experience in an administrative capacity.
  • Experience with data entry, basic reporting, filing, answering phones, scheduling, and communications.
  • Exceptional proficiency in Microsoft Office Suite and other database applications.
  • Strong communication skills with excellent customer service and analytical abilities.
  • Competent in preparing professional memorandums, letters, reports, and documents.
  • Understanding of general accounting and financing is a plus, including accounts payables and receivables.
  • Ability to work independently, multi-task, and prioritize work requests.
  • Ability to interface with decision makers in a professional manner and maintain confidentiality.

Nice-to-haves

  • Bachelor's degree preferred.
  • Experience in property management or real estate administration.
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