Property Management Administrator

Alexander & Baldwin•Kailua, HI

8d•$55,000 - $63,000

About The Position

The Property Management Administrator supports Property Managers and the Asset Management Director, providing administrative services and support for property management’s daily operations functions and processes. This role regularly works with confidential materials and matters, processes time-sensitive documents, and maintains detailed informational spreadsheets and schedules. Tasks include office operations, tenant services and relations, coordination of work orders, drafting service agreements, and tenant and vendor correspondence.

Requirements

At least 1 year of commercial real estate property management or operations experience, or administrative support in a high-activity business operations office.
MS Office (required)
Adobe Acrobat
Ability to quickly embrace online resources and applications.

Nice To Haves

Bachelor’s Degree preferred.
Yardi (preferred)

Responsibilities

Draft Rights of Entry (ROE) and service agreements, obtain necessary vendor documentation, route for execution, and submit completed packets to contracts administrator, as well as conditional/completion lien releases and invoice submittals.
Ensure tenant insurance requirements are in compliance using EBIX.
Field and respond to customer and tenant calls and inquiries.
Monitor and respond to global property management emails and regularly maintain email distribution lists.
Maintain and update contact lists for all vendors, tenants, and key community members and organizations.
Communicate with A&B corporate functions to address office and technical issues.
Manage schedules for community meeting rooms, including all required insurance and/or ROEs.
Schedule and coordinate group meetings and conference calls.
Perform general administrative tasks such as travel arrangements and monthly expense reports.
If in a regional office: be responsible for office supply ordering, organizing physical and online files, receiving and sending mail, purchasing postage, courier deliveries, document destruction services, maintaining office equipment, office water delivery and special case orders, monthly kitchen supply replenishment, and ensuring the office is in a clean and good condition with respect to maintenance and janitorial needs.
Assist team members with special projects as assigned.
Facilitate strategic operations goals for the properties by supporting the PMs through frequent vendor interactions and inquiries, and daily interaction with property vendor teams.
Track annual inspection requirement dates and submit necessary requests for elevator and backflow inspection/testing processes.
Coordinate meter readings with the maintenance team at certain properties and create spreadsheets to facilitate utility bill backs.
Assist with managing vendors, tour operators, and other property visitors.
Represent property managers on-site if necessary.
Address work orders and operational issues (roof leaks, plumbing, etc.) on a timely basis.
Prepare Service Agreements, collect COIs, track status, and assist in uploading into Procore.
Work with the Accounts Payable department to ensure timely and accurate processing of invoices.
Review and code invoices for PM approval.
Collect rent checks and forward to lockboxes.
Review tenant statements/invoices for discrepancies to try to resolve with tenant and/or identify for accounting.
Prepare manual billings and maintain spreadsheets to facilitate bill-backs to tenants.
Ensure proper allocation of vendor service expenses to cost centers.
Perform variance analysis and financial statement review at the direction of property managers.
Assist with tracking tenant delinquencies.
Act as Landlord representative in dealings with Tenant.
Review and reference tenant leases, if necessary.
Prepare tenant mailings and memos including default notices, emergency preparations, and other A&B communications.
Correspond with tenants, vendors, and the community regarding operations.
Coordinate periodic tenant meetings including all logistics.
Prepare and distribute welcome packets and gifts for new tenants.
Manage tenant mailbox directories and key distribution.
Collect tenant sales reports, create and review tenant sales reporting worksheets, and correspond with tenants regarding lease requirements.
Ensure tenant compliance with lease requirements including insurance.
Seasonal outreach with city/county facilities department relating to periodic events (Christmas lights, festivals, etc.).
Support the Marketing team with promotional programs and key periodic events such as the July 4th Fireworks, Fall Festival, Halloween Event, Christmas Tree Lighting, Christmas decorations, and other ad-hoc promotional events.