Job Description:

Property Administrator

Overview

The Property Administrator (PA) reports to the Senior Property Manager (SPM) and 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 SPM and 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:

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.
• Answer general calls by third ring.


• Greet all visitors in a friendly manner.


• Send/distribute correspondence appropriately.


• Maintain postage meter and replenish as needed.


• Sign for deliveries and distribute appropriately.


• Open, sort and distribute mail appropriately.


• Keep work areas clean and organized.


• Keep waiting area, kitchen and conference room clean throughout the day.


• Responsible for all aspects of the office furniture and equipment.


• Keep all notices, lists, etc. in office current.


• Compose and create correspondence and memos.


• Maintain all tenant and vendor files.

Accounts Payable:

• Code invoices for portfolio.


• Process invoices and accounts payable.


• Track budget -vs- actual costs for operating expenses (i.e. one-time projects, tenant improvements, capital improvements, etc.).


• Ensure that expenses are paid in month budgeted.

Accounts Receivable:

• 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.


• Manage field-level accounts receivable by accurate application of cash deposits, coordinating collection issues with property management personnel, and resolving misapplications.


• 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.


• Review and assist with preparation of annual tenant escalation reconciliations, tenant escalation letters, and assist with tenant questions and follow-up.


• Contribute to the maintenance of positive tenant relations by professionally assisting with tenant questions relating to accounts receivable.

Tenant/Building Administration:

• Prepare vendor service contracts, construction contracts and service orders.


• Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets.


• Prepare new tenant package including all forms, building information, etc.


• Set up new and maintain existing tenant lease files.


• Process tenant requests via phone, email or Building Engines. Follow up on work orders for maintenance staff.


• Update tenant contact information in Building Engines.


• Maintain updated monthly Tenant Parking Schedule and distribute to PM and parking operator.


• Maintain updated monthly Janitorial S.F. Report and distribute to PM and janitorial company.


• 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.


• Maintain key log and key box.


• Print or order new signage requested by Tenants or needed for new tenants to the building.


• 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.


• Track monthly utility meter readings for back-charged utilities to specific tenants, bill accordingly.

Special Projects:

• Assist PM with preparation of annual budget as directed.


• Assist PM with preparation of annual operating expense and tax escrows/reconciliations.


• Assist with other special projects as needed.

Qualifications

• Bachelor's degree - minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.


• One to two years' experience in the real estate industry.


• Ability to work in a fast-paced, collaborative and results driven environment.


• Exceptional verbal, written and organizational skills.


• Excellent attendance is a requirement of the position.


• Excellent client service orientation.


• An assessment will be administered for computer and communication skills.


• Must have intermediate to advanced MS Word and Excel proficiencies.


• Experience with financial issues and programs a plus. Experience with Yardi, Building Engines, Argus are preferred.


• Ability to keep information strictly confidential.


• Positive attitude and highest level of professionalism.


• 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.


• 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.


• 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.


• 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.

Company Overview

The RMR Group LLC, or RMR, is a leading U.S. alternative asset management company, unique for its focus on commercial real estate (CRE) and related businesses. It conducts substantially all business for its parent company, The RMR Group Inc. (Nasdaq: RMR). RMR's vertical integration is strengthened by more than 600 real estate professionals in over 30 offices nationwide who manage $32 billion in assets under management and leverage more than 30 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 real estate strategies across its client companies. Recently, RMR has been recognized by The Boston Globe as a "Top Place to Work," by Fortune magazine as one of the "100 Fastest Growing Companies," by the Environmental Protection Agency (EPA) as an "ENERGY STAR Partner of the Year," by Boston Business Journal as the "Fastest Growing Middle Market Company in Massachusetts" and ranked 9th on Commercial Property Executive's Top Commercial Property Management Companies. RMR is headquartered in Newton, MA and was founded in 1986. For more information, please visitwww.rmrgroup.com. Follow RMR on LinkedIn and on Twitter @The_RMR_Group.