Commercial Property Administrator

Description

COMPANY

Dallas-based, privately held commercial real estate development and investment management company with exceptional performance specializing in value-add and opportunistic real estate investments. With an entrepreneurial spirit and proven 40-year track record across several market cycles they have steadily built up a portfolio of 13 million square feet of industrial and office properties and 3,000 multifamily units located nationally.

OPPORTUNITY

The Property Administrator will be based in our Itasca, IL office and will be responsible for providing support to the Regional Team overseeing a portfolio of commercial light industrial assets located in the greater Chicago, IL area. 

RESPONSIBILITIES

The activities listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position. The successful candidate will be able to demonstrate core competencies in the following areas:

General Office/Administrative: 

• As requested, provide administrative assistance to the Property Managers, including phone support and drafting, filing and distribution of correspondence and reports. 
• Create and maintain tenant and vendor contact lists to include emergency contact numbers and email addresses.
• Maintain efficient filing system for property management files.

Accounting: 

• Review and code property related invoices in a timely manner.
• Draft tenant bill-backs for manager approval and distribute invoices to tenants.
• Review rental increases and communicate or send any notices that need to be sent to tenants.
• Review Aged Receivable reports and report to Property Mangers in accordance with company policy to ensure timely collections from tenants.
• Draft security deposit refund forms as requested by Property Managers.
• Participate and assist with annual tenant estimates and reconciliations of Operating Expenses.
• Participate in the budget process including the collection, organization and entry of budget materials. Request bids from vendors, analyze, and recommend budget draft.

Customer Service/Tenant Management/Lease Administration: 

• Establish relationships and interact with key clients: tenants, vendors, owners, etc.
• Provide tenant services in a proactive manner for meeting tenant requests within their premises and the buildings’ common areas, in accordance with lease agreements. 
• Promote goodwill, provide high-quality service, and implement tenant retention practices.
• Maintain tracking expiration dates of leases and monthly reporting to managers. Tracking of all changes or adjustments to lease documents received. (Amendments, Addendums, etc.)
• Support Property Managers serving as liaisons between Landlord and Tenant regarding each party’s compliance with all provisions of the lease.
• Oversee the review and track Tenant Improvement allowance and ensure that improvement is being administered properly and within lease guidelines.

Property Management Operations: 

• Directly involved with the office and property day to day operations.
• Receive tenant maintenance calls and determine services needed. Coordinate tenant maintenance/repair requests with maintenance team or appropriate vendors and notify tenant of proposed solution.
•  Provide support to Property Managers for special projects, i.e.: acquisitions, dispositions, refinances.
• Solicit, review, and maintain Certificates of Insurance to ensure requirements are met for: Tenants, Contractors, Vendors, and Suppliers.
• Support Property Managers in lease compliance enforcement procedures, i.e.: notices, tracking, and follow-up.
• Solicit bids and create vendor contracts using standard forms for all recurring service vendors and construction related projects.
• Request proposals for utility contracts, annual service contracts, etc.
• Maintain electronic Tenant Lease files upon receipt of executed lease documents and maintain through lease term.
• Review Lease documents for maintenance obligations or special terms and proceed accordingly. Manage utility accounts and transfers for house meters, vacancies, new tenants, clean & show permitting, acquisitions and dispositions.
• Other duties as may be assigned.

Requirements

 WHO WE’RE LOOKING FOR:

• A Future Leader: At least 3+  years of industrial/commercial property management experience and a desire to grow in your career.
• Lifelong Learner: Bachelor’s Degree or commensurate experience required. You learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks. 
• People Whisperer: You have a knack for building relationships, whether it’s with your tenants or trusted vendors. 
• Tech-Savvy: Comfortable with MRI and Avid Xchange software programs, and Microsoft Office Suite.
• Organizational Expert: You use your time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.

COMPANY INCENTIVES & PERKS

• Health, Vision, Dental & Life Benefits
• 20 PTO days annually plus 10 company paid holidays
• EPU Program: piece of the pie profit share
• E-Shares: Employee offered direct investment opportunities
• 401k benefits
• Casual dress code in a collaborative team environment
• Robust company holidays events calendar, employee appreciation events and more!