Property Administrator Job Listing at Transwestern in Minneapolis, MN (Job ID R0005684)

Description

Four dynamic, integrated companies make up the Transwestern enterprise, giving us the perspective to think broadly, deeply and creatively about commercial real estate. Clients and investors rely on us for expertise that spans institutional and opportunistic investment, development, hospitality, and brokerage and asset services. Our award-winning, collaborative culture empowers team members with resources and independence to work across boundaries in pursuit of innovative solutions, reinforcing a reputation for service excellence that translates to measurable results. Through offices nationwide and alliance partners around the globe, we positively impact the built environment and our communities while fostering a work climate that champions career vitality for all. Learn more at transwestern.com and @Transwestern.

Part of the Transwestern companies, Transwestern Real Estate Services (TRS) strives to add value for investors, owners, and occupiers across all commercial property types. Fueled by a holistic perspective of the real estate life cycle, agility and creativity are hallmarks of our approach, while vast national resources and sound market intelligence underpin customized recommendations and property solutions.

Transwestern is built on a common purpose - Empowering Good People to do Extraordinary Things Together.  We are committed to the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence.

POSITION SUMMARY:

The Property Administrator is responsible for working directly with the Property Manager in performing clerical and administrative assignments for the assigned properties/projects.  

It is the responsibility of the Property Administrator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results.

ESSENTIAL JOB FUNCTIONS:

• Provide full administrative support for the Property Management team including phone support, typing, reports, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Prepare service contracts.  
• Create and maintain vendor files.
• Create and maintain lease and property files.
• Track and file all service and construction contracts. Maintain follow-up system for expiration.
• Track and file vendor and tenant insurance certificates. Maintain insurance tracking system database.
• Collect and track Tenant percentage rent reports.
• Coding and processing of vendor invoices and accounts payable daily.
• Maintain invoice allocation spreadsheet and audit per budget for accuracy.
• Process tenant billbacks (meter readings, HVAC, etc.).
• Promote and foster positive relationships with management team, tenants and owners.
• Maintain purchase order/expense tracking system alongside Ops Manager and Engineering.
• Oversee operational contracts such as janitorial, painting, window washing, as Property Manager sees fit.

ADMINISTRATIVE RESPONSIBILITIES:

• Process service contracts, leases, amendments, exhibits, side letters and general correspondence.
• Set up and maintain electronic tenant, prospect, vendor and general correspondences files.
• Prepare forms including property, team member and any other forms required.
• Periodically assist in mass mail-outs requiring addressing, sorting, labeling, and stamping utilizing interoffice, delivery services, and mail systems including bulk mail.
• Assist with client and team member events (planning & execution).
• Assist in preparing presentation materials for managers in preparation for tenant/client presentations.
• Assist with preparation of meetings.
• Maintain and oversee the building work order system.

COMMUNICATION REQUIREMENTS:

• Greet tenants, prospective tenants, vendors, and guests.
• Answer questions and/or understanding how to get questions answered.
• Take messages for Property Management team.
• Screen calls and provide information when appropriate.
• Direct callers to the appropriate parties.

OTHER:

• Assist with the preparation of tenant move-in packages; order tenant gifts as needed.
• Maintain parking/building access card records.
• Provide administrative support for capital and tenant improvement projects.
• Additional duties or projects as assigned by Property Manager.
• Complete vacancy walk-throughs to verify they are ready for showings.
• Must excel in a team environment.

POSITION REQUIREMENTS:

• A high school diploma or GED equivalent (college courses preferred).
• At least 0-2 years of clerical, administrative duties (real estate experience is a plus).
• Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.
• Accounting software such as MRI proficiency preferred.
• Ability to keep information strictly confidential.
• Strong desire to succeed in an entrepreneurial environment.
• Must be able to handle multiple projects, changing priorities and a continually heavy workload.
• Exceptional oral and written communication skills.
• Strong customer service orientation.

Salary range between $60,000 - $68,000 annually.

WORK SHIFT:

LOCATION:

ABOUT US

Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member. We embrace inclusion – not only as the right thing to do, but as a reflection of who we are. It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone.

Different backgrounds, life experiences and cultures shape our individual perspectives and ultimately generate the best results for our clients. Strategic human capital planning combined with development initiatives foster a work environment that celebrates uniqueness and champions the achievements attained through collaboration.

Please note that all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to your starting with the Company along with satisfactory references.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have your story. We want to hear it. We encourage you to apply today so that you may become a part of the Transwestern story.