Job Title:           Property Administrator

Job Series:       Property Administrator

FLSA Status:    Non-Exempt

OCC Group:     Administrative Support and Related (ASR)

Job Code:         R43555

Approval:          Verbally approved by Amy Burne 8/23/2021

GENERAL STATEMENT OF DUTIES

This classification provides property management services and assists the Property Manager and Assistant Property Manager with day to day responsibilities including Accounts Receivable & Accounts Payable, office administration, customer service and tenant relations.

DISTINGUISHING FACTORS

The Property Administrator is distinguished by the focus on routine and defined financial and administrative duties to assist the Property Manager and Assistant Property Manager manage the Ralph L. Carr Judicial Center, the associated 1255 Lincoln Parking Garage and tenant relations.  This classification reports to the Property Manager and the Assistant Property Manager.

ESSENTIAL FUNCTIONS OF THE POSITION

Provides customer service to building tenants, vendors, members of the public, and other stakeholders.

Processes and codes invoices and requests, verifies proper backup, inputs FSD accounts payable entries and forwards to Property Manager for appropriate approval.  Reconciles credit card statement.

Assists in monitoring and tracking accounts payable and budget.

Prepares and sends late letters monthly for accounts receivable transactions.  Follows up for payment and prepares additional paperwork as needed.  Prepares appropriate paperwork for deposits. 

Prepare monthly/quarterly reports to be copied, bound and sent to owners.

Answers telephone and screens calls for appropriate personnel.  Writes up messages and delivers messages to personnel or voice mail. Greets guests and notifies personnel of incoming visitors.  Accepts mail/deliveries/packages.

Files documents and other information as necessary. Prepares lease termination forms, write-off forms as necessary.  Creates and maintains tenant/vendor files and prepares aging reports monthly.

Utilizes the Building Engines work order program to process work order requests; writes up work orders, radios engineers/custodial, and distributes work order to engineers/custodial.  Writes up security work orders and gives work orders to security guards; maintains office files of work orders and reports.

Schedules building activity including move-ins / move outs.  Administers insurance documentation requirements, verifies and maintains record of current certificates of insurance provided by vendors/tenants.

Schedules and coordinates Meeting Rooms and after-hours events through the use of Condeco scheduling software.  Additionally, coordinates set-up options and is responsible for completion of appropriate paperwork.

Manages creation of Building ID Cards and associated Amag access card systems.  Manages parking puck and garage access for courts garage and the 1255 Lincoln Parking Garage though use of Log-Me-In.  Provides appropriate levels of access and monitors employee departure to maintain the security of the premises.  Prepares semi-annual reports to verify appropriate garage access.

Composes and types routine correspondence.

Assists with administration of vendor contracts.

Maintains inventory of office supplies, places and receives orders of office supplies, ensure orderly storage of office supplies.

Maintains calendars, arranges meetings and prepares minutes.

Provides back-up to Lobby Assistants.

Solves problems and troubleshoots issues in assigned areas.

Attends meetings and training as required.

Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibility. Responsible for one's own work product and work within a unit performing similar functions.  Rarely provides lead function, advice, or explains work instructions to other employees or volunteers.

QUALIFICATIONS

To perform this job successfully, an individual must be able to satisfactorily perform each of the above essential functions.  The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

Graduation from high school or equivalent and three years of administrative experience.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to use hands and fingers and reach with hands and arms.  The employee is regularly required to stand and reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT

This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once. The noise level in the work environment is usually moderate.