Property Administrator - Urban Renaissance Group, LLC

October 20, 2017

Urban Renaissance Group, LLC

Portland, Oregon 97204
http://www.urbanrengroup.com

URG is a Seattle-based full-service commercial real estate company, engaged in acquisitions, development, asset management, leasing, property management and ownership in Seattle, Bellevue, Denver and Portland.

URG's majority investor is the Joshua Green Corporation, creating a deep thread of commitment to the greater PNW that runs through every area of the company. Because development and asset investment tend to present their best opportunities in different parts of the economic cycle, this new combination of companies provides URG with a dynamic and balanced portfolio of opportunities and an ability to optimize real-estate investment across all parts of the building lifecycle.

URG is experiencing steady growth in all facets of our platform, including the acquisition of Touchstone, a Seattle-based development company, in December of 2014 and the acquisition of the operating platform of Langley Investment Properties, a Portland-based real estate company. Our operating platform now totals over 10 million square feet, supported by over 160 employees.

We are looking for motivated, customer-oriented individuals to add value to our team, provide support to our expanding platform, and join us in leading the way for the renaissance of Urban America.

 

Summary:

The Property Administrator is responsible for assisting the Property Management and Engineering Team in the day to day operations of an assigned portfolio of properties, to include but not be limited to the organization, coordination and updating of portfolio specific information, programs and files, acting as communications liaison with tenant contacts through the production of memorandums, Building Engines and e-mails. 

 

Responsibilities:

Tenant Relationships

  • Participate as a building staff team member, supporting all of the efforts to achieve Owner and organizational goals.

  • Maintain good tenant relations through regular personal contact responding to tenants concerns, complaints and questions, to include but not be limited to.

  • Responsible for the daily tenant maintenance calls specific to this position, received through Building Engines, assuring requests are handled in a timely, professional manner.

  • Responsible for the coordination and delivery of general tenant and employee communication, through the use of e-mail and Building Engines, communicating scheduled and unscheduled maintenance projects and / or emergencies.

  • Assuming responsibility as main contact / first person for answering office phone lines.

  • Assist in coordination of special events or operational events at the building.These could include marketing events, tenant advisory board meetings, holiday decorations and/or tenant surveys.

     

Operations

  • Open office Monday through Friday based on the established office hours, assuring phones are transferred from after-hours answering service.

  • Organize, update and maintain specific portfolio files and systems per specific time limes to include but not be limited to:

  • Fitness center requests to include receipt and processing of incoming requests, security access clearance and annual audit of forms, deleting forms and security clearance where required.

  • Conference room requests to include the coordination of room schedules.

  • Update tenant contact lists, emergency lists and floor warden lists in both portfolio format and in Building Engines as alterations are required, distributing monthly to Property Mangers, Engineers and Emergency Manuals.

  • Update portfolio calendars to including team calendar, security pass down calendar, conference room calendar.

  • Working with engineering staff, update as required security access clearance for tenants, completing audit of access twice annually per predetermined schedule.

  • Organize, update and maintain Tenant and Vendor Certificate of Insurance files to include but not be limited to:

  • Assure Certificates of Insurance are accurate and up loaded into portfolio electronic files and Building Engines based on established process and procedures, within specified time lines.

  • Communicate in a timely manner with PM if a vendor and / or tenant is not responding to specific requests.

  • Assist Property Manager and Tenants in the Move in / Move out process to include but not be limited to:

  • Coordinating with tenant prior to move in by collecting information outlined in the move in forms.

  • Ordering tenant signage prior to their occupying the premises.

  • Updating tenant contact lists, emergency lists and floor warden lists.

  • Monitor move in / out internal check list working with team members to assure all tasks on document are completed within one week of occupancy, communicating with PM if team is not meeting established time lines.

  • Assist Property Managers and Engineers with clerical responsibilities to include but not be limited to:

  • Updating MOD / EOD schedule, to include weekly notification / alteration of phones.

  • Creating various folders used by management including Tenant lease files, Construction folders, Incident folders, Vendor contract folders etc.

  • Creating as required, mailing and filing correspondence as required / requested by Property Managers / Engineers.

  • Assisting the Property Management Team in the review, coordination, copying and mailing of periodic reports to include but not be limited to Financial Reports (monthly, quarterly and annual budgets) tenant escalation letters and other documents as requested.

     

    Financial

  • Inventory, order and stock office, kitchen and copy machine supplies.

  • Coordinate with PM to assure purchase of materials is meeting LEED EB requirements.

  • Assure that a back up of copy machine supplies are available at all times.

  • Assure invoices are coded properly prior to being input by PM in the A/P process.

  • Assure tenants are invoiced for all work above and beyond the requirements of the lease document.

  • Make recommendations to improve net operating income by increasing revenues and / or decreasing operating expenses.

     

    Company

Understand Company’s policy manual and mission statement, participating as a staff member to support all of the efforts to achieve organizational goals.

 

Skills and Abilities:

  • Must be able to exercise a great deal of discretion, work independently or with little oversight and use independent judgement

  • Possess knowledge of general office policies and administrative procedures and practices

  • Ability to read, write, speak and understand English

  • Physical ability to operate a telephone, computer, 10-key, type minimum of 40 wpm, sit for extended periods of time and occasionally lift/carry up to 40 lbs.

  • Will be expected to manage work-order system; entering, tracking, uploading supporting data and following up

  • Excellent organizational, computer and communication skills

     

Minimum Qualifications:

  • 2+ years administrative experience

  • Proficient in MS Word and Excel and possess effective business writing skills

  • Associates degree in business accounting (preferred) or equivalent body of knowledge or experience

  • Commercial Real Estate experience preferred