Property Administrator

Avison Young • San Francisco, CA

63d • $29 - $31

About The Position

The Property Administrator provides administrative and building-operations support to the Property Manager, keeping the manager informed and seeking guidance as appropriate. The role supports the effective day-to-day operation and long-term performance of assigned properties, maintains tenant and financial records, and helps ensure that assets are presented and operated to high standards. The position requires strong numerical and accounting abilities, attention to detail, customer and tenant service orientation, and the ability to prioritize and deliver accurate work under pressure. The Property Administrator works independently and collaboratively with the Property Manager, tenants, contractors, accounting, Operations, and Property Management teams.

The position is with Avison Young, a global commercial real estate brokerage and advisory firm. The stated base hourly pay range is $28.84 to $31.25, with the possibility of additional compensation through a bonus. Individual pay depends on work location and other factors, including relevant education or training, experience, and internal equity.

Benefits are described for full-time W-2 employees and include retirement savings, paid parental leave, insurance and disability coverage, pre-tax benefit programs, wellness resources, paid vacation and holidays, personal/wellness days, and an annual volunteer day.

Requirements

• At least 3 years of related property management experience or post-secondary courses in property management.
• Strong numerical aptitude and knowledge of accounting procedures, account reconciliation, and interpretation of financial data.
• Strong communication and interpersonal skills, both oral and written.
• Knowledge of operating statements and a strong understanding of budgets and recoveries.
• Customer-service focus and ability to work as part of a team.
• Ability to meet deadlines, prioritize tasks, and work well under pressure.
• Results-oriented, detail-oriented, and accurate, with strong problem-solving and attention to detail.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Valid driver’s license and an operable vehicle to facilitate travel within the portfolio.

Nice To Haves

• Experience with the Yardi accounting system is a definite asset.
• Experience with property management software applications such as Yardi.

Responsibilities

• Assist with preparation for the annual budget process for assigned buildings.
• Draft and distribute correspondence to tenants.
• Manage rent collection, cheque posting, and application of payments to tenant accounts in company software.
• Review monthly recurring billings.
• Monitor tenant arrears, reconcile tenant accounts, report weekly on accounts receivable status, and help minimize delinquent accounts.
• Prepare and issue rental charge statements and invoices, as well as letters.
• Liaise with tenants and accounting regarding accounts receivable matters.
• Prepare and issue purchase orders and reconcile them against invoices.
• Assist the Property Manager with client relationship management and tenant requirements under lease agreements, including tenant contact, queries, and issues.
• Provide excellent tenant relations and customer service, meeting reasonable tenant needs professionally and promptly.
• Process invoices, including matching and coding them to budget schedules and compiling and verifying batches.
• Monitor, track, and ensure payment of utility accounts for vacant units.
• Process cheques, invoices, related reports, and systems in Yardi accounting software.
• Complete administrative functions relating to property management.
• Read and understand leases to ensure accurate information is received and maintained.
• Maintain and update security deposit reports and tenant contact and emergency information.
• Record, update, and maintain insurance coverage for tenants and contractors.
• Liaise with tenants and contractors as required or directed, and verify Workers Compensation coverage for service providers.
• Perform administrative duties including word processing, filing, photocopying, scheduling, answering phones, and receiving guests.
• Help ensure tenants comply with lease terms and relevant acts and by-laws.
• Work with Operations and Property Management on daily asset operations, including custodial, life-safety, engineering, site services, and maintenance, in accordance with company policies and client directives.
• Assist with the computerized Preventative Maintenance Program (Angus AnyWhere); monitor, dispatch, and follow up on tenant requests; and prepare monthly chargeback reports.
• Coordinate and supervise contracts, including reviewing service contracts, maintaining a contract log, assisting with tendering, and verifying invoices against contract pricing and purchase orders.
• Coordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Ensure site-specific documentation and financial reports are completed accurately and on time.
• Assist with developing and preparing budgets, monthly and quarterly financial reports, contracts, expenditures, and facility-related purchase orders.
• Perform other duties as directed and required by the Property Manager.

Benefits

• Traditional and Roth 401(k) with generous employer match and immediate vesting.
• 12 weeks of paid parental leave after one year of tenure.
• Medical, dental, and vision insurance.
• Company-paid life and AD&D insurance.
• Company-paid short- and long-term disability.
• Voluntary critical illness and accident coverage.
• Healthcare, dependent care, commuter, and transit pre-tax benefits.
• Wellness program.
• Employee Assistance Program (EAP).
• Competitive paid vacation days.
• Two personal/wellness days.
• Paid holidays plus two floating holidays.
• Annual volunteer day for Day of Giving.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed