OA Management is dedicated to creating the best workplace environment in Duluth, GA, to ensure the success of our tenants. We prioritize the employee experience and believe in providing impeccable service from the moment you arrive. Our team is committed to upholding professionalism and service excellence in every aspect of our work.
NO RECRUITERS OR RECRUITMENT FIRMS PLEASE. WE WILL NOT RESPOND.
Role Description
This is a full-time on-site role for a Portfolio Administrator at OA Management in Dunwoody, GA. The Portfolio Administrator will be responsible for lease and contract management, tenant and vendor insurance, portfolio level administrative support, and administrative team leadership. Effective communication with tenants, vendors and team members and strong systems knowledge is essential for success in this role.
Job Description Summary
To provide direct support to the property management team in coordinating the day-to-day activities of the building staff and contract services in fulfilling the needs to properly operate the portfolio. The Property Administrator is expected to develop and maintain strong working relationships with the property managers and be accountable to management for ensuring issues and needs are responded to and resolved by the appropriate individual, department, or service.
This position will also have some responsibility for general administrative, accounting, help desk, and event coordination functions as they pertain to portfolio operations, compliance, construction, lease flow, and following policies and procedures.
PRINCIPAL RESPONSIBILITIES
Oversight of administrative support staff to include tenant service coordinators and property administrators.
Responsible for ensuring all property contracts are compliant in accordance with OAM policies and procedures.
Administrator for the angus work order system to include employee and tenant setup, company liaison to MRI/Angus, monitor inspection app, monitor work order response time.
Is the key on-site support staff for 3rd party managers. Must diligently support and maintain good working relationships with 3rd party management team. Orients 3rd party managers on building policies and procedures.
Responsible for preparing portfolio level vendor service contracts and obtaining vendor bids for special work and/or services.
Responsible for the monitoring and renewal of all telecom contracts.
Responsible for obtaining and filing tenant and vendor insurance certificates, as well as tenant vendor insurance certificates.
Sends monthly rent statements for the OAM portfolio.
Prepares new tenant welcome letters, tracks lease information and lease abstracts, receipt of 1st month rent, security deposit, and tenant contact information.
Supports construction projects by preparing weekly meeting agenda, meeting minutes, ensuring all proper documentation has been received and filed in appropriate folder.
Assists with general administrative tasks as assigned including answering phones, distribution of mail, written correspondence as needed, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors.
QUALIFICATIONS
Strong Customer Service and Communication skills at all levels in both oral and written form and competent at preparing professional, comprehensive memorandums, letters, reports, documents, files, etc.
Experience in contract management and commercial insurance
Knowledge of Microsoft Word, Outlook, Excel
Understanding of general account and financing/Working knowledge of accounts payables, receivables, budgets, and expenditure control.
Experience with YARDI and Angus a plus.
Experience in property management a plus
Administrative Assistance skills
Attention to detail and organizational skills
Ability to multitask and prioritize tasks effectively
Experience in the real estate industry is a plus
Associate's or bachelor's degree in business administration or related field
Physical Conditions
While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to sit or stand for prolonged periods of time; regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machines; regularly required to walk, talk, and hear.