Property Management Administrator - Commercial Real Estate

Property Management Administrator (PMA)

Support the Property Manager  to maintain, enhance, and create value for the assets under management.

Functional Responsibilities:

• Primary point of contact with tenants from lease signing through end of lease term
• Provide tenants with required documentation, welcome packages, etc.
• Monitor and maintain the MRI Angus tenant services system
• Follow up with building Chief Engineer to confirm that tenant requests/complaints are promptly addressed
• Ensure that the PM is aware of any issues occurring in the building including any issues with building contracted staff
• Ensure that our tenants are treated like customers and that their needs receive proper attention and a timely response
• Stand in for Property Manager duties when Property Manager is not available (sick/vacation)

Administrative Responsibilities:

• General office responsibilities including answering of the phones, mail handling, maintaining office supplies and arranging building related functions
• Generate Contracts and POs as needed (under direction of PM)
• Upload and code invoices using Nexus (under direction of PM, Construction Manager & Controller)
• Process documentation for vendors to become registered and approved
• Work with PMs to ensure Tenant charges and bill backs are correct and promptly billed back via MRI Angus and/or Tenant Adjustment Forms
• Lead and document AR collection efforts and application of payments with C&W
• Create new tenant and vendor files as needed (hard copy & Shared-Drive)
• Add new leasing or other tenant information to the existing tenant files(hard copy & H-Drive)
• Maintain the Shared Drive (MS OneDrive) per APF Properties architecture standards
• Assist Property Accountant in reviewing monthly rent rolls and new tenant lease abstracts created by C&W Lease Admin for accuracy and setup up of new tenants in Yardi 7
• Process weekly Payroll in Paychex (two Engineers) after approval by PM
• Create monthly Local 94 Union Dues and Contributions invoices for processing
• Create APF invoices as needed for processing (as directed by PM, Controller and C&W accounting)
• Review Tenant and Vendor Certificates of Insurance and upload to MRI Angus
• Other tasks as delegated by Senior Management, Property Manager and Controller

Essential Skills:

• Understanding of accounting principals
• Demonstrate initiative, ambition, capability and potential to move to next level within the Company and be a Team Player
• Ability to effectively listen to tenants and respond to their requests or inquiries
• Very good verbal and written communications
• Microsoft Office Suite (Word, Excel, PowerPoint, Etc.)

Other Skills/Requirements:

• Collegue Degree preferred 
• Expresses self effectively one on one and in groups
• Able to relate well to all people regardless of personality and background
• Ability to communicate effectively with Senior Management
• Develop and maintain excellent tenant relationships
• Excellent organizational and time management skills
• Must be reliable, flexible and versatile