Property Administrator
Summary
Handles day-to-day administrative tasks for medical office buildings, including tenant communication, lease management, maintenance coordination, and record-keeping.
Principal Objective of Position:
The Property Administrator is responsible for assisting the Property Management team with the administrative tasks associated with the day-to-day operations of the assigned medical office buildings.
Essential Functions:
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
- Serve as the first point of contact for tenants, addressing inquiries, maintenance requests, and resolving concerns in a timely and professional manner.
- Maintain positive relationships to ensure tenant satisfaction and retention.
- Assist with the lease preparation and renewal process.
- Maintain up-to-date records of lease agreements, amendments, and tenant communication.
- Handle all administrative duties related to property management, including but not limited to:
- Managing correspondence
- filing
- maintaining databases
- processing documents
- Ensure that tenant records, invoices, and service requests are accurately documented and up to date.
- Coordinate and assist with regular property inspections to ensure compliance with safety, maintenance, and operational standards. Document findings and communicate required actions to the property manager.
- Act as the liaison between tenants and contractors for routine maintenance or emergency repairs. Follow up to ensure the work is completed in a timely manner and meets quality standards. Keep tenants informed of any ongoing or upcoming maintenance projects.
- Assist with the preparation of operating budgets, tracking of expenses, and collection of rent. Ensure rent payments are processed and any late payments are addressed according to company policy. Prepare reports as needed.
- Maintain relationships with third-party service providers, contractors, and vendors. Obtain quotes, manage service agreements, and monitor service performance to ensure value and quality.
Other Responsibilities:
- Assist in ensuring that properties comply with all relevant laws, safety regulations, and company policies. Help prepare for inspections and audits by maintaining organized records and reports.
- Assist with special projects as needed.
- Other duties as assigned.