Property Administrator - Commercial

Harvest Properties•Oakland, CA

21d

About The Position

This role is responsible for all day-to-day, administrative, and accounting aspects necessary for the efficient operation and management of a portfolio of buildings, including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting, and team support. Essential Duties and Responsibilities The following reflects management’s definition of essential functions for this job, but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Requirements

Must have very good oral and written communication skills.
Strong customer service skills required.
BA/BS degree preferred. In lieu of a degree, 2+ years of relevant experience will be accepted.
Strong proficiency in Microsoft Word, Excel, and Outlook.
Competent in accounting systems.
Ability to use other software programs as required
Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Nice To Haves

Previous office experience preferred

Responsibilities

Administrative and File Management
Courteously answer incoming calls; handle responses to customer requests and/or complaints; establish and maintain favorable customer relations.
Set up new files (i.e. lease, vendor, accounting)
Maintain current Certificates of Insurance for all tenants and vendors; point of contact for outsourced insurance vendor; monitor insurance status regularly to ensure compliance
Maintain a working knowledge of lease agreements and the administration of related documents
Prepare and/or assist in annual budget preparation and year-end reconciliations
Keep up tenant contact information
Property Accounting and Financial Administration
Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (i.e. W-9 form)
Follow up and expedite collection of all accounts receivable (i.e. rent) as necessary; review charges with tenants when invoice is in dispute or needs clarification
Review aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accounts
Maintain rent roll and lease files in the system, review for accuracy monthly
Prepare and/or assist in the preparation of monthly financial and variance reports
Tenant and Vendor Administration
Management of day-to-day vendor performance; inspect buildings on an ongoing basis to ensure functionality
Assist in the preparation and maintenance of standard service contracts
Assist with validation and/or input of lease abstract information
Coordinate moves of tenants in and out of the building
Review and send correspondence; rent increase letters, commencement letters, etc. in a timely manner
Other Responsibilities:
Coordinate special events (i.e. broker open house, etc.)
Special projects as requested