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Property Administrator

Location : Palo Alto, CA
Job Type : Direct
Start Date : 05/21/2018
Hours : Full Time
Required Years of Experience : 3+
Travel : No
Relocation : No

Job Description :
RETS Associates, on behalf of our client, a privately held family owned and operated commercial real estate company, is seeking a Property Administrator (PA) in Palo Alto.  The PA will assist the property management team on a diverse commercial portfolio throughout the Bay Area. This position will report to the Senior Property Manager.

Responsibilities will include, but are not limited to, the following: 

  • Provide full administrative support, including phone support, typing reports, filing and distribution of tenant notification and other miscellaneous correspondence

  • Track and maintain accounts receivable collection on weekly basis

  • Answer property service calls and dispatch appropriate facility tech and third party vendor(s)

  • Schedule and coordinate meetings/special events as requested

  • Maintain and update property emergency plan, vendor and tenant contact information list on monthly basis

  • Assist with tenant and vendor related interface as required

  • Assist in lease administration activities including entering lease abstracts, tenant contacts and insurance information; generate reports

  • Prepare and coordinate bid proposals and service contracts. Assist in bidding process and assist property manager(s) in their efforts to ensure compliance with Company policies and procedures

  • Ensure prompt and accurate completion of contract and certificates of insurance information

  • Track and file contracts, tenant and vendor insurance certificates; maintain follow-up system for expirations

  • Monitor and maintain the property maintenance work order system and prepare monthly reports for property manager(s) on status of tenant work orders

  • Maintain lease and contract files, as well as other files located within the property management office

  • Assist with monthly, quarterly management and year-end reports as well as annual budget preparation

  • Tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, if any, and check requests for review and approval

  • Schedule and coordinate move in and move outs for property manager(s)

  • Additional job responsibilities and projects as assigned

Required Qualifications :

Required Qualifications


The ideal candidate will have a minimum 1-3 years commercial property management experience, strong organizational skills, exceptional oral and written communication skills.  Proficient in MS Excel, Outlook, Word and Yardi accounting software (a plus).  Strong mathematical skills and organization aptitude. Dedication, multi-tasked and attention to detail is required.  Ability to work alone effectively, self-motivate, and project a professional image is imperative.
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