Property Administrator- Commercial Real Estate

TevisHR•Milpitas, CA

4d•$70,000 - $80,000•Onsite

About The Position

Embarcadero Capital Partners is a real estate investment and management firm based on the San Francisco Peninsula. We invest in dynamic, development-constrained U.S. markets that are known for intellectual capital and a creative business culture. Join a Diverse and Talented Team: Embarcadero Capital Partners consists of a diverse team of seasoned industry professionals. We have the experience and expertise to identify and capitalize on opportunities in every major U.S. market. Our group's capabilities encompass all aspects of commercial real estate including acquisition, finance, development, leasing, management, and disposition. ECP's in-house management and leasing staff work with a variety of third-party brokers and property management groups to execute defined operating and investment objectives.

Requirements

Experience: 1–3 years in property management or a high-level administrative role.
Demonstrated ability to communicate effectively across all levels of employees and corporate
Strong written and oral English communication skills
Strong Excel skills
Some basic accounting experience
Knowledge of general office administration
Familiarity with basic office equipment: copy machine, printers, etc.
Intermediate typing and computer skills: Microsoft Word, Outlook, Adobe Acrobat and Internet software
Comfortable in small office atmosphere
Positive energetic attitude
Self-starter, able to work with minimal supervision
Detail oriented, able to prioritize, exceptional organization
Strong problem solving and follow-up skills

Responsibilities

Manage front reception desk and perform reception/phone functions as needed
Develop effective working relationships with tenants to establish a point of contact for future requests for information, service, or assistance.
Research and respond to requests for information, service or assistance by telephone or by e-mail promptly and thoroughly.
Prepare tenant correspondence and broadcast email announcements
Liaison between tenants/vendors and APM and SPM
Respond to tenant inquiries and problem calls
Prepare new tenant welcome packages, process information when it is returned
Ordering new tenant signage, welcome gift
Obtain and maintain tenant COI renewals
Tenant Event Planning
Maintain tenant emergency contact information
Anticipate and respond to tenant needs demonstrating professionalism, courtesy, and sensitivity in all contacts.
Maintain and admin Angus work-order system and visitor management system
Maintain building keycard and access software, issue/collect keycards
Coordinate and on occasion oversee vendor activities, providing access as necessary
Monitor and track tenant and vendor certificates of insurance renewals
Assist PM team during floor warden training and evacuation drills
Prepare accurate and timely correspondence to tenants and vendors as directed
Effectively coordinate relationships with those vendor(s) as directed. Monitor vendor(s) performance to ensure compliance with the specifications/terms of their contract.
Work with building staff to maintain building amenities, shared conference room, kitchen area and office common areas in a Class A manner.
Draft and administer vendor contract addendums and service contracts.
Review incoming invoices for validity and scan to payables process
Code payables to appropriate property and G/L accounts
Research vendor/payables history when needed
Run reports as requested or required by Property Manager or other ECP personnel
Assist with monthly accrual reports
Process expense reports for Property Manager
Prepare monthly tenant billable reports and distribute monthly rent statements
Follow up on accounts receivable (rent collection); prepare Aging report/delinquency control/Late Fees
Attend and prepare minutes for weekly staff and monthly asset meetings
Update and distribute daily building calendar
Maintain property-specific tenant and vendor contacts/databases
Maintain and order office supplies
Sort and process mail, including incoming and outgoing, messenger and overnight, faxes and packages, as needed
Perform standard clerical tasks as needed
Create documents/reports when requested (Word, Excel, PowerPoint and Outlook)
Assist with special projects as requested
Keep property manager apprised of all activity on daily basis at minimum