Job Description

Job title: Property Administrator

Job type: Contract

Location: Philadelphia, PA 19103

Pay rate: $22-$25

The Property Administrator will provide first-class property management service and assist the Property Management team with day-to-day administrative support including accounts payable functions, general administrative support, and tenant/vendor customer relations.

Essential Duties & Responsibilities:

• Manage phones and front-line tenant communication.
• Provide excellent customer service to both external and internal customers.
• Handle tenant relations and deliver exceptional customer service.
• Track insurance compliance and maintain required documentation.
• Conduct regular building inspections and report any issues.
• Monitor the work order system to ensure timely completion and closing of tenant work-order requests. Work cohesively with engineers and tenants on any problem areas and ensure tenant satisfaction.
• Monitor and manage work orders to ensure timely action and follow-through.
• Prepare and assist with service contracts.
• Make sure the office is consistently covered to allow the Property Manager time to interact with tenants and address immediate building needs.
• Review for accuracy and transmit vendor invoices to the accounts payable program. Ensure invoice coding is correct before sending to the manager for approval.
• Code invoices accurately in accordance with company procedures.
• Coordinate all tenant pre–move-in requirements such as access cards/keys, lobby directory updates, and mailbox assignments.
• Assist with scheduling and coordinating meetings.
• Use AppFolio software for tenant and accounting files.
• Organize and maintain lease folders, construction files, vendor files, and building operations policies.
• Monitor and maintain current fire warden lists and update accordingly.
• Prepare correspondence as required.
• Maintain office equipment and order office supplies as needed.
• Help coordinate tenant events.
• Open, sort, and distribute all incoming mail.
• Perform any additional duties assigned by the Property Management team.

Requirements & Work Experience:

• Minimum of 3 years’ experience in commercial property management.
• High School diploma or equivalent required.
• Experience working with property management and accounting systems, with the ability to quickly learn new platforms.
• Strong working knowledge of Microsoft Office. Experience with MRI, Workspeed, and Avid BillPay is a plus.
• Strong customer service, communication (verbal and written), organizational, and problem-solving skills.

Other Desired Skills & Abilities:

• Ability to understand and carry out general instructions in standard situations.
• Ability to solve problems in standard scenarios using basic analytical skills.
• Basic understanding of financial terminology and principles.
• Ability to calculate simple figures such as percentages.

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