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Avison Young · 5 hours ago

Property Administrator

Atlanta, GA

Full-time

Onsite

Mid Level

3+ years exp

Avison Young is a global commercial real estate brokerage and advisory firm, dedicated to enhancing collaboration and providing comprehensive services to clients. The Property Administrator supports the Property Manager with administrative and operational tasks, ensuring tenant satisfaction and effective property management.

Commercial Real EstateReal EstateRetail

Responsibilities

Provide the Property Manager with administrative and building operations support, as directed

Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial data

Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results

Excellent customer and tenant service orientation

Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must

Assist with the implementation of new programs, and ensuring policies and procedures are followed

Proficiency in Microsoft Word, Excel, and Outlook together with other property management software applications such as Yardi

Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success

Self-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environment

Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager

To achieve success, Property Administrator should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property

Assist with preparation for the annual budget process for assigned buildings within the portfolio

Draft and distribute correspondences to tenant

Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software

Responsible/ accountable for reviewing monthly recurring billings

Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized

Prepare and issue statement of Rental Charge Invoices and letters

Liaise with tenants and accounting regarding accounts receivable matters

Prepare and issue purchase orders. Reconcile purchase orders against invoices

Assist the Property Manager with client relationship management

Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner

Ensure excellent tenant relations and strong customer service

Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches

Monitor, track and ensure payment for all vacant unit utility accounts

Process all cheques, invoices, and related reports and systems within Yardi accounting software

Complete all administrative functions relating to property management as specified

Read and understand leases to ensure accurate information is received and maintained

Maintain and update security deposit reports

Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur

Record, update, and maintain insurance coverage for all tenants and contractors

Liaise with tenants and contractors as required or directed

Verify Workers Compensation coverage for service providers

Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc

Ensure tenants abide by the terms of the lease and other relevant acts and by-laws

Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives

Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting

Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)

Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants

Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)

Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities

Other such duties as directed and required by the Property Manager

Qualification

Property Management ExperienceYardi Accounting SoftwareAccounting ProceduresMicrosoft ExcelCustomer Service OrientationCommunication SkillsProblem-Solving SkillsDetail-OrientedOrganizational Skills