Position is full-time (non-exempt)
Range: $31.34-$36.00 per hour
Preferred Education:
4 Year Degree
ABOUT THIS POSITION
This position is the first point of contact to all vendors, clients, customers and employees as they contact the company, and as such, must present a positive, professional, public face for the company. This position is responsible for assisting the operation and management of the buildings which includes regularly exercising discretion and independent judgment. This includes general administrative functions of the buildings and management office, tenant relations, special events, lease administration, processing of accounts payables and receivables, and special projects as directed by the Property Manager. This position reports directly to the Property Manager for the SOMA Portfolio which consists of 633 Folsom Street, 501 Second Street and 945 Bryant Street.
ESSENTIAL RESPONSIBILITIES
Building Operations. Assist Property Manager and Assistant Property Manager with the day-to-day operation of 633 Folsom Street, 501 Second Street and 945 Bryant Street. Regularly walk the buildings and note deficiencies that may need attention. Work with the onsite engineering, security, and janitorial staff to maintain the overall appearance of the building. Contact vendors as needed to obtain proposals and/or to schedule work in order to complete monthly operational task timely. Manage Certificates of Insurance and review for compliance.
Lease Administration. Create files for new tenant leases, close/archive expired files, and maintain tenant lease files (hardcopy and electronic). Input new documents into tenant accounting system, abstract leases, generate lease profiles, maintain rent roll.
Accounts Receivable. Assist in preparing rent statements and email / mail to tenants. Follow up on rent collections and late charge billings. Work with Accounting Dept to apply cash receipts against the receivables.
Accounts Payable. Process invoices, prepare purchase orders and contracts. Perform monthly audit on recurring contract invoices, tracking down any missing invoices as needed. Regularly maintain invoice tracking spreadsheets and credit card reconciliation reports.
Monthly Reports. Assist in the monthly report process by providing accounting with outstanding invoices and purchase orders for accrual, completion of tenant electricity billings and after-hours HVAC. Assist with updates to Monthly Operating Report documents, such as the Aged Delinquency report or others, as directed.
Annual Budget and Strategic Asset Plan (SAP). Assist PM and APM with the yearly building budgets, as directed. Tasks may include, but are not limited to compiling Administrative Budgets, collecting budget proposals from vendors and entering data into budget system. Assist with updating SAP narratives with current information, as directed.
Operating Expenses. At year-end, use Microsoft’s mail merge feature to compile letters to the tenants describing estimated operating expenses to be paid by the tenant. In the spring, compile letters to the tenants that show the actual operating expenses against what was estimated for the prior year and the resulting refund or charge. Basic concept of accounting terminology and concepts will be needed.
Management Office Operations. Maintain office equipment, postage meter funds, order/monitor office supplies/costs, oversee copy machine maintenance, process incoming and outgoing mail and track website domain name renewals/updates and maintain website. Answer phones, dispatch service calls and assist walk-in tenants and contractors with general information. Assist tenants with building card access system. Coordinate information technology needs with the corporate office.
Filing. Responsible for deciding on which files get moved to storage and maintains records of what is filed in storage. Maintain lease, construction, operational and vendor files (paper and electronic).
Tenant Work Orders. Oversee and monitor work orders in the Angus system from initiation to completion. Prepare Work Authorizations as needed for above-standard services. Coordinate service and ensure that approved WA is properly e-filed, accounting purchase order is issued and bill / close out work orders & authorizations when completed.
Tenant Services. Coordinate scheduling and access for tenant vendors, as needed. Prepare the property newsletter for the Tenants, order tenant and building signage, coordinate tenant events as directed, maintain lobby directory, coordinate educational sessions for tenants on safety, recycling procedures, etc., coordinate extra tenant work with engineering and security, and assist with the Fire Life Safety training and drills. Update building website and h3e mobile application as needed.
Insurance. Obtain and maintain updated certificates of insurance for vendors per the established standards and for tenants per the individual leases. Escalate any compliance issues to PM / APM. File and maintain trackers as needed.
Environmental Programs. Ensure distribution of annual asbestos notices to building tenants and vendors for two properties. Maintain records / spreadsheets pertaining to any hazardous materials pick-ups, manifest tracking, etc.
Garage Management. Assist in managing in-house garage operations at 501 Second Street.
Update tracking Spreadsheets. Information tracked in Excel include but are not limited to building activity, leases (lease agreements, lease cancellation rights, lease options, lease first right of refusal, landlord’s relocation rights, lease expiration, availability sheet, gross revenues), tenants and tenant contacts, building office/elevator/security telephone lines and building office contacts, vendors and vendor contacts.
Additional duties, as required.
COMPETENCIES
Professional office experience: familiar with standard concepts, best business practices and procedures with common office operations. Ability to understand general real estate and tenant relations issues.
Excellent communication skills: Excellent written, oral, listening, and interpersonal skills a must.
Strong analytical skills: Good quantitative and analytical skills and proven ability to pay close attention to detail.
Computer savvy: Requires solid capabilities in use of MS Excel, MS Word including mail merge, and MS Outlook. Ability to learn new software quickly. Experience with MRI and Angus, a plus.
Effective time management: Ability to prioritize multiple tasks and manage workload to meet multiple deadlines. Ability to work effectively in a team environment. Must be well organized and can multi-task.
Integrity: Highest level of personal integrity and ethical standards.
Fast learner: Learns quickly when facing new problems; open to change; analyzes both successes and failures for clues for improvement. Enjoys challenge of unfamiliar tasks; quickly grasps essence of an issue, and underlying structure. Self-motivated and strong willingness to learn.
Accounting friendly: Comfortable with regular interaction with headquarter office accountant(s) and their processes. Experience with basic property management accounting and general bookkeeping is a plus.
QUALIFICATIONS
Relevant work experience: Minimum two years of experience within an office environment required—property management firm or related experience a plus; exposure to an administrative and accounting environment, tenant relations a plus.
College degree preferred.
Licensed California Real Estate broker a plus
RPA, FMA designations a plus
Intermediate knowledge in Microsoft Office Suite – Microsoft Office User Specialist (MOUS) Certifications on Excel and Word a plus
