Commercial Property Administrator

Position Title: Commercial Property Administrator

Job Status: Hourly Non-Exempt, Full-time position

Reports to: Property Manager

Company: Vanderbilt Office Properties, LLC

Location: Doral, FL

Position Overview:

The primary responsibility of the Property Administrator is to provide support to the Property Manager in all aspects of operations, including property administration and maintenance for all properties in a Class A office park. The Property Administrator will consistently project professionalism and assist in promoting, establishing, and sustaining a positive tenant relations program and maintaining productive vendor relationships. This position is also responsible for cultivating and enhancing the Vanderbilt Office Properties brand.

Accountabilities/Responsibilities:

• Manage the property work order system to ensure tenants’ service requests are responded to and handled in a professional and timely manner.
• Conduct weekly inspections of the property (inside the building and around the property), document observations and deficiencies, distribute to the PM and engineers, and put items in the work order system.
• Assist with preparing and coordinating bid proposals and service contracts.
• Assist with writing building notices and tenant correspondence.
• Accounts Payable duties – review, verify, and code invoices for PM approval and enter invoices into the payable system when necessary. Assist with the setup of new contractors and respond to vendor Accounts Payable questions.
• Accounts Receivable duties – assist tenants with billing questions, reconcile tenant accounts, prepare late letters, review recurring rent charges, prepare monthly non-recurring tenant charges, etc.
• Assist with monthly and quarterly management reports, such as accruals, some variance explanations, and annual budget preparation.
• Promote and foster positive relationships with tenants and owners. Plan and implement tenant relations programs and events.
• Provide full administrative support, including phone support, writing reports, filing, and distribution of correspondence.
• Maintain leases, contracts, projects, and other files in the Management Office or shared folders.
• Track and file tenant and vendor insurance certificates. Maintain a follow-up system for expiration.
• Provide lease administration support, e.g., updating tenants on-site, accounting, emergency contacts, tenant move-in, move-out process, etc.
• Schedule and coordinate meetings/special events as required.
• Assist with tenant inquiries and concerns, communications, and managing public relations.
• Ensure management and engineering offices are stocked with office supplies and other necessary items.
• Assist with and complete miscellaneous tasks and special projects.
• Perform other duties as assigned.

Qualifications/Requirements:

• BA or BS degree from a four-year college or university, one to two years of related experience and training, or equivalent education and experience.
• Minimum one (1) year of experience in a commercial property management office environment preferred.
• Manage multiple tasks in a fast-paced environment.
• Detail-oriented with excellent organizational, analytical, verbal, and written communication skills.
• Proven ability to be flexible, prioritize, and manage multiple projects, and solve problems in a timely manner.
• Proficiency in Outlook, Excel, Word, and computer skills required. The ability to learn new computer software is required; experience with Angus Anywhere and Yardi (Voyager) is a plus.
• Ability to keep the information strictly confidential.
• Strong desire to succeed in an entrepreneurial environment.
• Workday starts at 8:00 AM. Timeliness is a must.
• Must possess a current and valid driver’s license and have a reliable mode of transportation.

Class: Full-time, non-exempt

Equal Opportunity Employer.

Job Type: Full-time

Pay: $57,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Commercial Property Management : 1 year (Preferred)

Ability to Commute:

• Doral, FL 33122 (Required)

Work Location: In person