Property Administrator (CRE)

Cushman & Wakefield•St. Louis, MO

22h•Onsite

About The Position

The Property Administrator performs the administrative functions of the Property Management Team, ensuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns. This role provides comprehensive administrative support, encompassing phone support, typing reports, filing, and correspondence distribution. Key responsibilities include scheduling and coordinating meetings/special events, assisting with lease administration activities (tenant contacts, insurance information, report generation), and preparing/coordinating bid proposals, service contracts, and approved invoices. The administrator also supports the bidding process, ensures compliance with company policies, prepares and codes invoices for approval, manages office supplies, tracks contracts and insurance certificates, maintains a follow-up system for expirations, and monitors the property maintenance work order system, preparing monthly reports. Additionally, the role involves maintaining property purchase order, lease, and contract files, fostering positive tenant and client relationships, tracking service calls, assisting with monthly/quarterly management reports and annual budget preparation, and processing staff hours, tenant bill back invoices, expense reports, monthly meter readings, and check requests.

Requirements

High school diploma/GED equivalent
Proficiency in Microsoft Office Suite
Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information

Nice To Haves

Bachelor Degree preferred
Customer service experience preferred

Responsibilities

Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence
Schedule and coordinate meetings/special events, as requested
Assist in lease administration activities, including tenant contacts and insurance information; generate reports
Prepare and coordinate bid proposals, service contracts and approved invoices.
Assist in bidding process and assist Property Manager(s) in their efforts to ensure compliance with C&W’s policies and procedures
Prepare and code invoices for Property Manager’s approval
Ensure office is stocked with office supplies and other required items to maintain the office
Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software
Track and file contracts and insurance certificates; maintain follow-up system for expirations
Monitor and maintain the property maintenance work order system and prepare monthly reports for Property Manager on status of tenant work orders
Maintain the property purchase order system
Maintain lease and contract files, as well as other files located within the property management office
Promote and foster positive relationships with tenants and clients and track service calls as required
Assist with monthly and quarterly management reports as well as annual budget preparation
Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval