Property Administrator

Cushman & Wakefield•El Segundo, CA

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 distribution of correspondence. Key duties include scheduling and coordinating meetings/special events, assisting in lease administration activities such as managing tenant contacts and insurance information, and generating reports. The administrator is also responsible for preparing and coordinating bid proposals, service contracts, and approved invoices, as well as assisting in the bidding process to ensure compliance with C&W’s policies and procedures. Additional responsibilities involve preparing and coding invoices for Property Manager’s approval, maintaining office supplies, ensuring accurate completion of contract and certificates of insurance information in administration software, tracking and filing contracts, and managing follow-up systems for expirations. The role also entails monitoring and maintaining the property maintenance work order system, preparing monthly reports on tenant work order status, maintaining the property purchase order system, and managing lease and contract files. Furthermore, the Property Administrator promotes positive relationships with tenants and clients, tracks service calls, assists with monthly and quarterly management reports and annual budget preparation, and processes management and maintenance staff hours, tenant bill back invoices, expense reports, monthly meter readings, and check requests for review and approval.

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