Job Description

Position Title:                                                                    Property Administrator

Department:                                                                      YAM Properties

Report To:                                                                           Director of Real Estate

Exempt/Nonexempt:                                                    Exempt

Location:                                                                             Scottsdale, AZ

 

Description:

The Property Administrator is the customer service liaison for fifteen commercial real estate properties, dispatching requests to the appropriate maintenance crews, contractors and/or YAM Facilities staff.

 

Responsibilities:

  • Schedules preventative maintenance as needed and verifies tenant compliance with lease obligations specific to preventative maintenance.
  • Inputs work orders and timekeeping information into a computer database: reviews, audits and corrects information as necessary.
  • Provides timely and consistent response to requests with accurate information in a professional manner.
  • Helps disseminate priority calls including alarms, access control issues and any exigent requests. Appropriate escalation depending on the nature of the incident.
  • Prepares miscellaneous vendor correspondence; generates vendor contracts, obtains W9’s
  • Obtains property certificates of insurance from vendors and tenants
  • Takes a pro-active role in maintaining tenant records, maintenance schedules, tenant preferences and nuances.
  • Performs a variety of complex clerical duties requiring the application of subject matter knowledge and interpretation of policies, rules and procedures.
  • Assists with new tenant orientation; assign mailboxes, signage and parking requests and provide new tenant forms upon lease execution.
  • Performs parking audits and analysis of cards and usage, programming, etc.
  • Updates signage at properties from tenant changes
  • Oversees vendors to help ensure all contractors working at the properties have current insurance certificates & W9 on file meeting the minimum requirements of the management agreement, the lease, and/or the corporate legal department.
  • Considered essential personnel and may be assigned to assist during after-hour emergencies including weather related incidents. Duties would include dispatching calls, handling logistics and documentation.
  • Oversees Building Engineers and delegates tasks to them as deemed appropriate. Ensures they are performing and completing their tasks in a timely manner.
  • Performs other job-related duties as assigned.
  • Identifies and provides solutions whenever possible to continually help evolve and streamline team operations and customer service.

 

Experience and Education Required:

  • 1-2yrs + of similar experience.
  • Facilities experience preferred including working knowledge of plumbing/electrical/HVAC/construction terminology and vendors. College and/or trade school(s) and/or comparable field experience considered.

 

Skills Required:

  • Excellent communication skills and established work history of customer service and being pro-active.
  • Ability to multi-task and if necessary triage tasks. Also handle multiple projects underway at the same time.
  • Computer experience and usage including Microsoft Office, submitting reports, attaching documentation/pictures, etc.
  • Ability to convey verbal/phone/email communication in a clear/concise professional manner at all times.
  • Excellent organizational skills.
  • Must be able to function at a high-level re: interpersonal activities, exercising judgment, personal responsibility, planning, resourceful problem solving, and processing of information.
  • It is essential that this individual be a motivated self-starter, has the ability to manage several projects simultaneously, and can do so with little or no supervision. That this individual pro-actively seeks answers and constantly expands their knowledge base.

 

Working Conditions:

This position will work primarily in an office environment.  Must be able to sit and stand for up to four hours at a time.