Rossi Real Estate Corp., is a full-service real estate company specializing in commercial landlord representation, property management, construction services, and marketing services. We are a small, dynamic, professional team seeking a Real Estate Services Administrator to join our experienced Property Management Team.
As the Real Estate Services Administrator, youll work collaboratively with the Property Management Team, supporting the day-to-day management of a portfolio of properties, including lease preparation and administration, onboarding/offboarding tenants, managing property insurance and compliance, providing support to the tenants when necessary, assisting with property accounting, and general office administration duties.
JOB RESPONSIBILITIES
Lease Administration | Compliance | Documentation and Reporting
- Prepare, administer, and manage commercial lease agreements, ensuring accuracy and compliance.
- Data entry and validation of new lease information into the lease administration database.
- Ongoing maintenance of database lease information and abstracts upon the occurrence of amendments, renewals, expirations, etc.
- Abstract leases relative to tenant-specific lease information, including various clauses and options.
- Continuous monitoring, tracking, and reporting of critical dates to tenants.
- Maintain organized lease files and databases, tracking critical dates and renewals.
- Address tenant inquiries and concerns related to lease terms and conditions.
- Monitor tenant compliance with lease terms, including rent payments and insurance requirements.
- Collaborate with tenants to address payment-related concerns and inquiries.
- Prepare and distribute lease-related documentation, including amendments and addendums.
Property Services and Accounting/Accounts Payable
- Manage property insurance policies and the claim process for any property-related insurance claims.
- Manage all company-related insurance policies, including business/auto/workers compensation policies.
- Manage the real estate tax appeal process for all properties.
- Work with the real estate tax appeal attorney to gather all necessary documentation needed for appeal.
- Organization and management of property utility accounts.
- Contact utility companies to update landlord/tenant responsibility.
- Assist in processing and managing accounts payable transactions, including vendor invoices and expense reports.
- Provide regular reports on accounts payable status and financial metrics.
- Ensure accurate coding, approval, and timely payment of invoices.
- Reconcile vendor statements and resolve discrepancies.
Office Coordination
- Oversee general office operations to ensure a well-organized and efficient work environment.
- Manage office supplies, equipment, and coordinate maintenance as needed.
- Support other departments with high level administrative tasks to maintain smooth workflow.
- Keep on top of tasks and remain agile, as you'll often need to reorganize your time day to day, to deal with the team's changing necessities and requests.
QUALIFICATIONS
To perform this job successfully, an individual will need to perform each crucial duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:
- Must have at least 5+ years experience in lease administration and/or property accounting
- Understand the basics of lease administration and will be a key player in ensuring accuracy and management of tenants lease information
- Ability to calculate intermediate figures; conduct financial analysis
- Ability to comprehend, analyze, and interpret complex documents
- Strong organizational and analytical skills
- Ability to provide efficient, timely, reliable and courteous service to tenants
- Ability to effectively present information
- Work independently and within a team to build relationships and interact effectively with business partners and tenants
- Requires basic knowledge of financial terms and principles.
- Must be highly detail-oriented and a motivated self-starter
- Computer proficiency in Microsoft Office (Excel, Word, Outlook)
- Yardi experience a plus
- Bachelor's Degree (strongly preferred)
BENEFITS
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
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