Property Administrator

Cushman & Wakefield•El Segundo, CA

17h•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 distribution of correspondence. Key responsibilities include scheduling and coordinating meetings and special events, assisting with lease administration activities such as tenant contacts and insurance information, and generating relevant reports. The administrator is also responsible for preparing and coordinating bid proposals, service contracts, and approved invoices, while assisting Property Managers in ensuring compliance with company policies and procedures. Additional duties involve preparing and coding invoices for approval, maintaining office supplies, ensuring accurate completion and tracking of contract and insurance information, and managing the property maintenance work order system. The role also requires maintaining lease and contract files, fostering positive relationships with tenants and clients, tracking service calls, and assisting with monthly, quarterly, and annual financial reporting processes.

Requirements

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