Property Administrator - Memorial City

SUMMARY: Position is located onsite in Houston, Texas. Remote candidates will not be considered.

The Property Administrator is responsible for working directly with the Property Manager and the Asst. 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 DUTIES AND RESPONSIBILITIES:

• Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
• Schedule and coordinate meetings/special events as requested.
• Work schedule: Monday – Friday, 8AM – 5PM (On-site).
• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
• Prepare and coordinate bid proposals, service contracts and approved invoices.
• Maintain lease and property files.
• Prepare, track and file service contracts and insurance certificates. Maintain follow-up system for expiration.
• Promote and foster positive relationships with tenants and owners.
• Assist with monthly and quarterly management/variance reports, as well as annual budget preparation.
• Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required. Provide to APM for review.
• Ensure all parking information is kept current. Assist APM with preparation of monthly billings.
• Assist with coordination of Tenant Marketing Events.
• Process Access Card Requests – activation or deactivation. Create new employee welcome packets.
• Process AP in Nexus daily.
• Assemble and distribute monthly billings for tenants.
• Continual update building on-line platforms.

ADMINISTRATIVE RESPONSIBILITIES:

• Prepare contracts, purchase orders, obtain proposals when required, tenant memorandums, daily security memorandums. Distribute to appropriate parties as required.
• Prepare Pricing Agreements for Billable Orders.
• Follow up on Rise requests, make notes and close after work is complete.
• Compose and type correspondence.
• Prepare financial spreadsheets.
• Hardcopy set up and maintain tenant, prospect, vendor, correspondence, etc. files.
• Computer set up and maintain tenant, prospect, vendor, and general correspondence.
• Sort and distribute daily correspondence.
• Period mass mail-outs requiring addressing, sorting, labeling, and stamping utilizing interoffice, delivery services, and mail systems including bulk mail.
• Coordinate all necessary staffing for the hours needed.
• Schedule appointments.
• Order and maintain adequate stock of office supplies.

EDUCATION AND REQUIRED EXPERIENCE:

• Bachelor’s degree in finance, accounting, economics, business administration or related field preferred.
• 2-3 years of real estate experience.

COMMUNICATION REQUIREMENTS:

• Greet tenants, prospective tenants, vendors, and guests.
• Take and convey messages.
• Answer questions and/or understanding how to get questions answered.
• Assist with scheduling the on-site and building conference and training rooms. Notify participants of meetings, and their responsibilities and any changes in plans or schedules. Including, but not limited to be available for early set-ups and late take downs.
• Place outgoing calls.
• Take messages for leasing agent/property manager.
• Screen calls and provide information when appropriate.
• Direct callers to the appropriate parties.

OTHER:

• Order tenant door plaques and directory strips; maintain property signage.
• Prepare and distribute tenant move-in packages; order tenant gifts as needed.
• Maintain parking/ building access card records.
• Prepare Tenant Pricing Agreements required to invoice tenant rebills (meter readings, HVAC, etc.).
• Maintain tenant contact, vendor contact list, and insurance information.
• Provide administrative support for capital and tenant improvement projects.
• Additional duties or projects as assigned by Property Manager.
• Able to work after-hours to meet critical deadlines when required.

SKILLS, QUALIFICATIONS, AND OTHER REQUIREMENTS:

• Must have intermediate to advanced Word, Excel & Outlook proficiencies.
• Angus, Impak and accounting software such as MRI and Nexus.
• 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.
• Communicates by telephone, e-mail, video conferencing, satellite broadcasting and in-person.
• Uses a computer in conjunction with various software packages much of the day.
• Uses office and audio-visual equipment.

ABOUT METRONATIONAL

MetroNational is a private, family-owned real estate investment, development, and management company located in Houston whose core interest is the Memorial City mixed-use development. The cornerstones of its business philosophy are teamwork, loyalty, integrity, and professionalism, which have led to winning several awards:

• Houston Chronicle Top Workplaces
• Houston Business Journal Healthiest Employers
• Houston Business Journal Best Places to Work
• Cigna Well-Being Award
• American Heart Association Fit-Friendly Worksite
• Mother-Friendly Worksite