Current Positions

Industry
Commerical

Salary
To $80K

Location
New York

Property Administrator

Building Administrative Assistant

Essential Duties and Responsibilities

  • Ensure timely and professional services are provided to the tenants. Respond to tenant requests and dispatch requests as required
  • Maintain accurate recording and documentation of tenant requests and issues, and follow up to ensure the services were performed or the issue resolved
  • Maintain accurate records of tenant services for monthly billing purposes through tenant work order system..
  • Draft and distribute tenant memorandums, as directed by Property Manager
  • Maintain the necessary supplies and services required for operating a Class “A” office building
  • Coordinate and assign tasks to co-workers, as directed by the Property Manager
  • Process all tenant requests and review with Property Manager / accounting team for tenant billings.  Distribute monthly rent statements and back-up.
  • Assist the Property Manager / accounting team with collections of receivables
  • Accurately code and process all accounts payables through Avidxchange AP system.

Responsibilities

  • Report to the Property Manager
  • Prepare purchase orders, contracts and other operational documents for Property Managers approval.  Maintain accurate records of same.
  • Issue, as required, documents for corporate approvals, track same, and record and provide required documents to vendors, contractors etc.  
  • Receive vendor/contractor invoices, stamp, code and match invoice with purchase order; coordinate required sign-offs
  • Maintain monthly reports including updates to the budget at the Property Manager’s direction
  • Coordinate with main office accounting, asset management and leasing department on all payment and income related issues
  • Assist in the coordination of onsite consultants & contractors work efforts.  Prepare daily building schedule.
  • Maintain all building documents and files (contracts, as built plans, insurance certificates, and all other building operational records) in an orderly manner
  • Track tenant charges & provide to Property Manager for billing purposes
  • Coordinate security & engineering staff needs
  • Coordinate tenant requests, move schedules and identification signage
  • Maintain accurate documentation of all contractors insurance certificates, prior to work commencing
  • Assist in the coordination and scheduling of fire/emergency drills
  • Assist the Property Manager in the preparation of annual budget
  • Assist in other areas as directed by the Property Manager
  • Track payroll and attendance of janitorial staff
  • Coordinate tenant appreciation and events and holiday gifts

Skills & Qualifications

  • Bachelors Degree; Associates Degree with related experience, minimum of 3 to 5 years in a similar work environment
  • Act accordingly with confidential information and dialogue
  • Excellent phone, communication and interpersonal skills
  • Proficient in MS Word, Excel, Outlook, tenant work order system and AP system.
  • Working knowledge of the internet and internet search techniques
  • Ability to work independently with minimum supervision
  • Flexibility to handle changing priorities and projects
  • Ability to prioritize workload with attention to detail and to complete projects in a timely and efficient manner
  • Excellent writing skills including, proof reading and editing

Only qualified candidates will be considered.
Please submit Resume in A WORD DOCUMENT info@macinnisward.com
Please let us know if you are available on Zoom, Skype and or FaceTime.
Please no phone calls.