Vornado/Charles E.Smith

Property Administrator

US-DC-Washington
8 months ago
ID
2017-1633

Overview

The Property Administrator is responsible for providing administrative support to the Property Manager and Portfolio Manager and is also responsible for providing prompt and courteous assistance and customer service to the Tenants for two commercial office buildings totaling approximately 470,000 sf. The Property Administrator is responsible for complying with the operational policies and procedures established by Vornado/Charles E. Smith and Vornado Realty Trust.

Responsibilities

  • Responsible for answering all telephone calls, assisting or resolving problems with the caller and delivering written messages to the appropriate person(s) in a timely fashion.
  • Manage the Angus AnyWhere automated work ticket system to include entering, monitoring and closing tickets, posting announcements, preparing reports and graphs as requested.
  • Assist in conducting and documenting property inspections using the Angus AnyWhere system.
  • Administrative duties including typing, spell checking and proofreading all correspondence and reports, filing, maintaining up-to-date Tenant Contact Lists and Tenant lease files, purchasing and maintaining office supplies and equipment. Performing other administrative duties as assigned.
  • Responsible for accurately processing invoices in Bizflow, the online payment software, for the Property Manager's approval.
  • Completing all miscellaneous tenant billing including preparing invoices to Tenants for Property Manager’s approval, distributing invoices to Lease Accountant to be assessed, and processing credit card payments.
  • Process purchasing paperwork, including input of invoices into BizFlow, researching, coding, tracking, processing all types including purchase orders, contracts and first addendum, special check requests. Coding, review and input of invoices prior to payment at the direction of the Property Manager and Portfolio Manager.
  • Assist in receivables collections. Work closely with Property Manager and Portfolio Manager and Lease Administrator in collecting GSA and other receivables by placing telephone calls, documenting A/R notes, drafting letters, and calculating late fees and interest.
  • Perform back-up duties to Property Manager and Portfolio Manager when that individual is not in the office. This includes becoming familiar with company emergency policies and procedures and using good judgment in emergency situations.
  • Assist the Property Manager and Portfolio Manager in researching and assembling information and data for various monthly Reports. After the Property Manager’s has approved, send the report to the General Manager for final approval.
  • Assist with Tenant move-in and move-out, monitor scheduled use of freight elevator and loading dock via Angus AnyWhere, coordinate Kastle Systems and cleaning contractors, order suite signs and lobby directory signage, arrange or cancel parking privileges, and otherwise assist Tenants as needed.
  • Prepare incident and theft reports in absence of or as requested by the Property Manager and Portfolio Manager.
  • Complete special projects as assigned.
  • Excellent attendance and punctuality are essential functions of this position.

Qualifications

Education/Experience:

  • High School diploma or equivalent required. 
  • Bachelor’s degree preferred. 
  • Two (2) or more years of office experience, preferably in the property management, retail, or customer service industry.

Technical Experience: 

  • Strong computer skills: Microsoft Word, Microsoft Outlook, Microsoft Excel necessary.
  • Intermediate capabilities with other Windows programs and the operation of a PC in general. Ability to learn and effectively use internal software packages such as IBS and Bizflow.
  • Clerical skills: type 40-50 wpm, meticulous record keeping, and organized file maintenance.
  • Analytical skills: collect, interpret, organize and evaluate detailed data.

Other Skills/Requirements: 

  • Friendly, helpful team player with a positive, customer-service attitude.
  • Strong problem-solving skills coupled with the ability to work independently and effectively manage concurrent tasks and prioritize accordingly.
  • Excellent interpersonal and communication skills (both verbal and written).
  • Flexible, versatile, and able to adapt to rapidly changing priorities.
  • Quick learner, independent worker/thinker.
  • Great attention to detail; follow-through.
  • Bright, capable, logical, intelligent.
  • Exercise good judgment and takes initiative to properly address and resolve issues.
  • Strong organizational skills and ability to partner with manager to increase efficiency and organization.
  • Ability to prepare draft correspondence from verbal guidance and/or notes and proofread to detect and correct grammatical and spelling errors.
  • Pleasant and professional image and phone manner.

Other Important Attributes:

  • Composed demeanor, professional appearance, positive attitude and customer-oriented approach are priorities for this position.
  • Ability to keep processes moving forward and take initiative as appropriate.
  • Must be confident and capable when communicating with customers inside and outside the company.
  • Ability to work independently with little supervision, effectively prioritizes tasks, and manages time well.
  • Must be self-motivated, reliable, dependable with excellent attendance, flexible and versatile.
  • The ability to work well under pressure.

Physical Requirements:

 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to the extent the Company may do so without undue hardship.

 

While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear.  The employee is regularly required to walk and occasionally required to stand, stoop, kneel, crouch, or crawl, and lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision.

 

Work Environment:

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to the extent the Company may do so without undue hardship. 

 

The noise level in the work environment is usually moderate. 

 

Vornado/Charles E. Smith is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

 

EEO Employer/Vet/Disabled

 

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