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Property Administrator Jobs

Company

The RMR Group
Address , Los Angeles, 90048
Employment type FULL_TIME
Salary
Expires 2023-10-20
Posted at 8 months ago
Job Description
Overview:
The Property Administrator (PA) reports to the Property Manager (PM) and works directly with the Building Engineer (BE) and Area Chief Engineer (ACE), 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 PM 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:
General Administrative:
  • Greet all visitors in a friendly manner.
  • Keep waiting area, kitchen and conference room clean throughout the day.
  • Open, sort and distribute mail appropriately.
  • Answer general calls by third ring.
  • Maintain all tenant and vendor files.
  • Compose and create correspondence and memos.
  • Maintain postage meter and replenish as needed.
  • Keep all notices, lists, etc. in office current.
  • Sign for deliveries and distribute appropriately.
  • Responsible for all aspects of the office furniture and equipment.
  • Send/distribute correspondence appropriately.
  • Keep work areas clean and organized.
  • Open property management office (by or before 8 am) and close office (at 5 pm or later), turn equipment on/off, lock/unlock all doors.

Accounts Payable:
  • Ensure that expenses are paid in month budgeted.
  • Track budget –vs- actual costs for operating expenses (i.e. one-time projects, tenant improvements, capital improvements, etc.).
  • Code invoices for portfolio.
  • Process invoices and accounts payable.
Accounts Receivable:
  • Prepare tenant bill-backs on a monthly basis (including utility billings, work orders, labor charges, and after-hours HVAC charges).
  • Prepare and review tenant statements and manual invoices prior to mailing.
  • Manage field-level accounts receivable by accurate application of cash deposits, coordinating collection issues with property management personnel, and resolving misapplications.
  • Review and assist with preparation of annual tenant escalation reconciliations, tenant escalation letters, and assist with tenant questions and follow-up.
  • Review preliminary recurring charges, rent roll information and roll forward from prior month’s rent roll to current month’s rent roll. Test system for accuracy by reconciling with leasing startups and rent changes.
  • Contribute to the maintenance of positive tenant relations by professionally assisting with tenant questions relating to accounts receivable.
Tenant/Building Administration:
  • Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets.
  • Maintain key log and key box.
  • Maintain updated monthly Janitorial S.F. Report and distribute to PM and janitorial company.
  • Prepare new tenant package including all forms, building information, etc.
  • Update tenant contact information in Building Engines.
  • Set up new and maintain existing tenant lease files.
  • Maintain updated monthly Tenant Parking Schedule and distribute to PM and parking operator.
  • Prepare vendor service contracts, construction contracts and service orders.
  • 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.
  • Process tenant requests via phone, email or Building Engines. Follow up on work orders for maintenance staff.
  • Print or order new signage requested by Tenants or needed for new tenants to the building.
  • Track monthly utility meter readings for back-charged utilities to specific tenants, bill accordingly.
  • Issue all new building tenant keys and access cards as per request by tenant and PM. Update Security Access Card list and bill tenants accordingly.
Special Projects:
  • Assist PM with preparation of annual operating expense and tax escrows/reconciliations.
  • Assist PM with preparation of annual budget as directed.
  • Assist with other special projects as needed.
Qualifications:
  • If, at any time, security clearance is required for your job (e.g. you are assigned to work at a property leased by the Federal government), being awarded such clearance will be a condition of your employment.
  • An assessment will be administered for computer and communication skills.
  • Excellent attendance is a requirement of the position.
  • One to two years’ experience in the real estate industry.
  • Must have intermediate to advanced MS Word and Excel proficiencies.
  • Decision Making Skill – Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
  • Ability to work in a fast-paced, collaborative and results driven environment.
  • RMR considers the safety of its employees a top priority. As part of this commitment, RMR requires all new employees to be fully vaccinated against COVID-19, unless they obtain prior approval for an accommodation for medical reasons or due to a sincerely held religious belief or are exempt from this requirement under applicable state or local law. Qualified candidates who are offered the opportunity to join RMR will be required to provide proof of vaccination prior to the first day of work. Applicants who need additional information concerning RMR’s vaccination policy should contact Diane Proctor, Vice President, Human Resources at [email protected].
  • Ability to keep information strictly confidential.
  • Organizational/Multi-Task Skills – Able to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate.
  • Exceptional verbal, written and organizational skills.
  • Positive attitude and highest level of professionalism.
  • Excellent client service orientation.
  • 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 self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
  • Experience with financial issues and programs a plus. Experience with Yardi, Building Engines, Argus are preferred.
  • Bachelor’s degree - minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.
Company Overview:
The RMR Group (Nasdaq: RMR) is a leading U.S. alternative asset management company, unique for its focus on commercial real estate (CRE) and related businesses. RMR’s vertical integration is supported by nearly 600 real estate professionals in over 30 offices nationwide who manage over $37 billion in assets under management and leverage 35 years of institutional experience in buying, selling, financing and operating CRE. RMR benefits from a scalable platform, a deep and experienced management team and a diversity of direct real estate strategies across its clients.

RMR’s mission is to create long term value for our clients by managing their investments and assets “like we own it” – an approach that consistently and repeatedly generates opportunities for all our employees, investors and stakeholders. We are guided by six core values:
  • Like We Own It.
  • Integrity at Our Core.
  • Power of We.
  • Mutual Respect.
  • Inspired Thinking.
  • Perform Passionately and Effectively.

RMR has been rated a Top Place to Work by The Boston Globe and GlobeSt.com, and has been recognized by the U.S. Environmental Protection Agency (EPA), the Building Owners and Managers Association (BOMA) International and the Institute of Real Estate Management (IREM), among others (listed here), as a CRE industry leader.

Visit our website to learn more about what makes The RMR Group a rewarding place to build a career.

Follow RMR on LinkedIn, on Instagram @thermrgroup and on Twitter @The_RMR_Group.

The RMR Group is an equal opportunity employer. Qualified applications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. For our EEO Policy Statement, please click here . If you’d like more information on your EEO rights under the law, please click here .