Description
Property Administrator- Portland
Harsch Investment Properties is a dynamic, expanding real estate investment, development and management company, which owns and operates more than 130 properties throughout six Regional offices: Portland, Seattle, San Francisco Bay Area, Sacramento, San Diego and Las Vegas. The portfolio consists of over 21 million square feet of Office, Industrial Flex, and Retail commercial properties with over 1,000 Multi-Family housing units.
.
ESSENTIAL FUNCTIONS/TASKS
Administrative & Operational Activities - Assists the Retail Division in the overall management of the properties by increasing the value of assigned properties by providing support and organization and to create and implement a comprehensive management and leasing plan as follows:
• Prepare and/or maintain files for each assigned property that provides information on buildings, utilities, contractors, contracts, emergency procedures, property insurance, and other information necessary to operate each property.
• Assist in the preparation of annual budgets and business/leasing assumptions for assigned properties.
• Assist in preparation of annual CAM estimates and reconciliations.
• Assist in preparation of quarterly and regional reports for assigned properties following company guidelines.
• Assist in review and follow up to aged receivables delinquencies and discrepancies as required.
• Assist in tracking property budget(s) in order to meet financial obligations.
• Assist in review, entry and follow up of tenant gross sales reporting.
• Respond and resolve tenant work order requests or complaints in a timely and professional manner.
• Under direction of Supervisor, administer Tenants’ and Landlords’ compliance with terms of the Lease.
• Under direction of the Supervisor administer Tenant Defaults with the terms of the Lease/company policy and procedures timelines.
• Under direction of Supervisor obtain competitive bids.
• Under direction of Supervisor prepare contractor agreements, AIA agreements and other contractual documents.
• File tenant correspondence and maintain building files on a weekly and monthly basis.
• Keep Certificate of Insurance documents updated for all tenant and vendor contractors.
• Assist in completion of move-in and move-out paper-work for accounting purposes and complete related paperwork for security deposit refunds or closing out a tenant account on a timely basis.
• Prepare collection transmittal packages for submittal to corporate collections.
• Order prospective tenant credit reports in accordance with corporate policy.
• Assist Sr. Property Accountant with administrative support in running reports, copying, and other tasks.
• Assist with special projects, involving research and analysis, as requested by Supervisor.
Alternative Functions
• Type correspondence/leases/reports/contracts/memos, etc., copy, distribute and file. Paperwork must be prepared accurately, timely and meet specified deadlines. Proof read and spell check all paperwork before it leaves the department.
• Notarize documents.
• Routing and distribution of all internal and external correspondence following department and company procedural guidelines. Involves typing envelopes, preparing overnight packages, scanning & e-mailing, copying, filing, faxing and mailing.
• Answer telephones promptly and take detailed and accurate messages. Answer department staff telephone lines if staff is unavailable.
• Maintain tenant/vendor files and good record keeping. Involves copying, filing, assembling, labeling and organizing new files. Follow up in written format with a copy of the letter to the tenant lease file or vendor file.
• Exercise good customer service skills when assisting tenant inquiries, vendors and others.
• Send out Monthly Rent Statements and gross sales paperwork.
• Make travel arrangements and maintain key travel information for department personnel.
• Prepare travel and business expense reports for department personnel..
• Coordinate work schedules and events in supervisor’s absence.
• Under the instruction of Supervisor update computer Outlook and property binders with tenant and vendor contact information.
OPERATING SKILLS:
• Knowledge and understanding of real estate law, accounting practices and procedures, ability to assimilate new information.
• Ability to read and interpret lease documents, strong analytical skills.
• Advanced computer literacy and proficiency in Microsoft Office (Word, Excel, Power Point, Outlook, Publisher); Internet, and Scanner. Ability to type a minimum of 60 words per minute. Strong and efficient computer skills necessary with knowledge of property management software systems (Yardi experience preferred).
• Above average skills in grammar, spelling, and math.
• Familiarity with telephone system(s) in a medium-to-busy office. Professional telephone etiquette with friendly demeanor.
• Ability to handle multiple tasks, coordinate, manage and communicate effectively in both written and verbal form.
• Utilize good customer service skills when assisting tenant inquiries, vendors, brokers and others.
• Experience working with property leasing staff and outside contractors.
• Assist the Asst. Portfolio Manager to oversee day-to-day activities meeting their deadlines and priorities (i.e. accounting and corporate time lines, construction schedules and work order time lines as it relates to tenant and property services, etc.)
• Work with on-site maintenance team members ensuring internal tasks and projects get completed on time.
• Problem solving talents, proactive approach in role.
• Strong organizational skills, attention to details and ability to remain composed and flexible.
• Self-motivated with ability to follow-through and exercise good judgment; creative and resourceful.
• Maintains professionalism at all times; maintains decorum in personal activities and conversation.
• Dependable, reliable, cooperative. Good interpersonal skills. Positive attitude and, cheerful disposition in a team oriented environment
Requirements
• Minimum 2-5+years Property Management Experience in role handling property maintenance & repair, tenant improvements, tenant complaints, vendor contracts, lease administration and enforcement.
• Minimum of 2-5+ years experience in commercial/office and/or retail real estate industry.
• Minimum of 2+ years experience as an administrative/accounting role.
EDUCATION:
• High School Diploma and/or College Degree, and/or 2+years Property Management . Experience in Property Administrator or Administrative role.
LICENSE OR CERTIFICATE REQUIRED:
• Valid Drivers License and registered automobile
• Brokers License – Optional
• Notary
We are looking for strong team players with positive attitudes only! We offer competitive benefits including medical/dental, 401K, flexible spending accounts and long-term disability! Please apply by visiting us at http://search0.smartsearchonline.com/harsch/jobs/process_jobsearch.asp!
