Property Administrator - Naperville, United States - The RMR Group

The RMR Group

Verified Company

Naperville, United States

15 hours ago

Posted by:

Mark Lane

beBee recruiter

Description

Overview:

The Property Administrator (PA) reports to the Property Manager and provides support to the Industrial Asset Services team providing support as needed to all team members.

It is the responsibility of the PA not only to exhibit exceptional client service when communicating with tenants, prospective tenants, vendors and team members, but also to focus on productivity and results.

The PA is expected to assist the Associate Director and Senior Director in the implementation and administration of policies, procedures and programs on a day-to-day basis that will assure that all projects are well managed and executed.

Team members are expected to assist with additional assignments that may be requested by direct supervisors and to take initiative in lending assistance to other members of the team.

This role is pivotal to the success of our operations.

Responsibilities:

Building Operations:

Assist Property Manager and Engineering in all facets of building operations including life safety issues, incident reports, and insurance claims.
Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets as directed by PM.
Prepare vendor service contracts, construction contracts and service orders as directed.
Prepare Service Orders and Purchase Orders as directed.
Initiate DocuSign process for SO/PO/Contracts and Tenant Letters.
Support the tenant retention program.
Review Tenant and Vendor COI's monthly for compliance and work with TC to maintain log.
Prepare new tenant package including all forms, building information, etc.
Set up new and maintain existing tenant lease files.
Maintain current certificate of insurance log for all tenants and vendors. Track expiration dates and make sure that new certificates of insurance are issued on time.

Building Engines Oversight:

Update tenant contact information in Building Engines.
Monitor/Work Order Dashboard Building Engines.
Make all requested changes to Building Engines, Inspections, staffing changes for both RMR Engineers and Third Party provider.
Monitor all open Work Orders.
Monitor / Support Work Order Mailbox.
Pull Building Engine reports and send to managers weekly.
Review Answering Service / tenant WO request, assign all work orders as necessary.
Monitor Canceled Work Orders by engineering team and send reports to Engineering Directors.
Monitor Building Engine Fire Impairment WO's and send reports to Engineering Directors.
Maintain WO Metrics as created.

Engineering Support:

Review work order reports weekly.
Ensure all Life Safety Docs Uploads are up to date.
Create and maintain all Life Safety documents / reports on SharePoint site.
Send reports of Life/Safety inspections not completed / with open deficiencies.
Ensure and place all Roof Leaks that are reported are in Building Engines.
Monitor all Roof Leak Work Orders are closed out after work is completed.
Send monthly reports of all open Roof leaks.
Work with team on building Engine Enhancements / improvements.
Assist with Roof Warranty Transfers and updating Roof Warranty Master List.

Accounts Payable / Accounts Receievable:

Approve invoices for assigned properties in PayScan.
Oversee tenant billing process to ensure additional revenue is collected when appropriate.
Track monthly utility meter readings for backcharged utilities to specific tenants, bill accordingly.
Prepare miscellaneous billings to tenants as needed.
Communicate with vendors as necessary regarding invoices.
Assist with preparation/coding of Expense Reports for Directors/VP.

Special Projects:

Assist team with special projects as needed.

Qualifications:

Bachelor's degree minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.
One to two years' experience in the real estate industry.
Ability to work in a fastpaced, collaborative and results driven environment.
Exceptional verbal, written and organizational skills.
Excellent attendance is a requirement of the position.
Excellent client service orientation.
An assessment will be administered for computer and communication skills.
Must have intermediate to advanced MS Word and Excel proficiencies.
Experience with financial issues and programs a plus. Experience with Yardi, Building Engines, Argus are preferred.
Ability to keep information strictly confidential.
Positive attitude and highest level of professionalism.
Ability to communicate effectively and professionally, both oral and written, with owners, tenants and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and selfmotivated team player with good conflictresolution skills; committed to personal growth and integrity aligned with RMR objectives.

Organizational/Multi-Task Skills