Property Management Administrator

Alexander & Baldwin•Waikoloa Village, HI

About The Position

The Property Management Administrator (PMA) supports Property Managers, Marketing Manager and Asset Managers and is responsible for providing support for property management’s daily operations functions and processes. Regularly works with confidential materials and matters, processes time-sensitive documents and maintains detailed informational spreadsheets and schedules. Tasks will include but are not limited to office operations, tenant services and relations, coordination of work orders, drafting service agreements, and tenant and vendor correspondence.

Requirements

Bachelor’s Degree preferred.
At least 1 year of commercial real estate property management or operations experience, or administrative support in a high-activity business operations office.
Software skills: MS Office (required), Yardi (preferred), Adobe Acrobat, ability to quickly embrace online resources and applications.

Nice To Haves

Yardi (preferred)

Responsibilities

Drafts Rights of Entry (ROE) and service agreements, obtains necessary vendor documentation, routes for execution and submits completed packets to contracts administrator, as well as conditional/completion lien releases and invoice submittments.
Works with EBIX to ensure tenant insurance requirements are in compliance.
Fields and responds to customer and tenant calls and inquiries.
Monitors and responds to global property management emails and regularly maintains email distribution lists.
Maintains and updates contact lists for all vendors, tenants and key community members and organizations.
Communicate with the A&B corporate functions to address office and technical issues.
Manages schedules for community meeting rooms, including all required insurance and/or ROEs.
Schedules and coordinates group meetings and conference calls.
May perform general administrative tasks such as travel arrangements and monthly expense reports.
If in a regional office: may be responsible for office supply ordering, organizing physical files and online files, receiving and sending mail and purchasing postage as needed, courier deliveries, document destruction services, maintaining office equipment, office water delivery and special case orders, monthly kitchen supply replenishment, and ensuring office is in a clean and good condition with respect to maintenance and janitorial needs.
Assists team members with special projects as assigned.
Facilitates strategic operations goals for the properties by supporting the PMs through frequent vendor interactions and inquiries, daily interaction with property vendor teams.
Tracks annual inspection requirement dates and submits necessary requests for elevator and backflow inspection/testing processes.
Coordinates meter readings with maintenance team at certain properties and creates and maintains spreadsheets to facilitate utility bill backs.
Assists with managing vendors, tour operators and other property visitors.
Represents property managers on-site if necessary.
Addresses work orders and operational issues (roof leaks, plumbing, etc.) on a timely basis.
Works with the Accounts Payable department to ensure timely and accurate processing of invoices. Reviews and codes invoices for PM approval.
Collects rent checks and forwards to lockboxes.
Prepares manual billings and maintains spreadsheet to facilitate bill-backs to tenants.
Ensures proper allocation of vendor service expenses to cost centers.
Assists with tracking tenant delinquencies.
Acts as Landlord representative in dealings with Tenant.
Reviews and references tenant leases, if necessary.
Prepares tenant mailings and memos including default notices, emergency preparations and other A&B communications.
Corresponds with tenants, vendors, and the community with regards to operations.
Coordinates periodic tenant meetings including all logistics.
Prepares and distributes welcome packets and gifts for new tenants.
Manage tenant mailbox directories and key distribution.
Collects tenant sales reports, creates and reviews tenant sales reporting worksheets and corresponds with tenants regarding lease requirements.
Ensures tenant’s compliance with lease requirements including insurance.
Seasonal outreach with city/county facilities department relating to periodic events (Christmas lights, festivals, etc.).
Supports the Marketing team with promotional programs and key periodic events such as the Culinary Markets, July 4th Festivities, Lunar New Year Festival, Halloween Event, Christmas Tree Lighting, Christmas decorations and other ad-hoc promotional events.
Provides event logistic support to marketing team, including preparing for and setting up for events as needed.
Assist in the implementation of marketing and promotional programs.
Provide administrative support for marketing team.