Kidder Mathews
Senior Portfolio Administrator
Kidder Mathews, San Francisco, California, United States, 94199
Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.
JOB SUMMARY
The Senior Portfolio Administrator assists the Manager in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual clients.
ESSENTIAL FUNCTIONS
LEASING:
Coordinate approval of and track process of leases, contracts, notices and other time sensitive documents Partner with leasing team to distribute lease documents to Owner and Tenant Coordinate signage, keys and distribution of property information sheet to tenant Partner with Manager and leasing team to receive, code and track all invoices related to lease commissions Partner with Manager and leasing team members to ensure that all vacant space is in "market ready" condition FINANCIAL AND REPORTING:
Code invoices/payables in a timely manner each week Research problems with invoices, including resolving past due balances Assist with lease administration in accounting software including preparation of lease abstracts and tenant profiles Create Account Action Request forms for Manager's signature Distribute monthly accounting calendar and updates as needed throughout the month Collect delinquencies by contacting tenants and preparing demand notices and pay or vacate notices Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases, compiling data for Manager and property accountant for final budget input
Review annual CAM reconciliations assigned by Manager and report findings to Manager Prepare new vendor set up form for approval by Manager; obtain and track vendor W-9s Request appropriate insurance information from new vendors ensuring all required information is received Assist in preparation of monthly financial reports as directed by Manager OPERATIONS:
Maintain courteous, service-oriented rapport with tenants, owners and vendors Build and foster confident, comfortable relationships with tenants, owners and vendors Communicate with tenants as required to ensure that tenant needs are met and issues are resolved, and that high quality property management service is achieved Communicate with tenants impacted by construction or scheduled repair work Interface with tenants, property vendors, and contractors to ensure prompt response to concerns and maintenance issues; schedule repairs and work orders; dispatch vendors/contractors Follow-up with Tenant's on service requests and manage Tenant work-orders in Prism (Building Engines) Assist Manager to ensure on-going contracted vendor services are performed on schedule, that services meet contract specifications and are performed in accordance with an approved operating budget As directed by Manager request and review bids from contracted service providers; make recommendations to Manager Prepare vendor contracts for Manager review and signature Maintain property emergency contact information book, to include tenant and vendor information, ensuring accurate and up to date information Administer Purchase Orders and Work Orders in Prism (Building Engines) Track tenant and vendor insurance for compliance and expiration; maintain accurate records of Certificates of Insurance for tenants and vendors Follow up with tenants and vendors on any expired or missing Certificates of Insurance Participate in regular KM staff meetings Participate in regular safety training
TENANT MOVE IN/OUT:
Oversee tenant move-in and move-out process Compose all welcome, termination and final inspection correspondence Conduct (with tenant) tenant move-in inspections; complete move-in inspection report Conduct pre-move out inspections with tenants a minimum of 30 days prior to termination of lease; complete move-out inspection report Collect all preventative maintenance reports to ensure that all tenant-maintained equipment has been appropriately maintained and is being surrendered in good working condition Assist Manager with scheduling and managing vendor/contractor work on all vacant spaces ADMINISTRATIVE:
Provide administrative support for Manager including phone support, preparation of correspondence, reports, memos and proposals, filing and distribution of correspondence Complete weekly filing Compose letters as requested by Manager Assist Manager in preparing Tenant Handbooks and Emergency Manual for distribution Manage sign and building directory changes Order office supplies Coordinate maintenance of copiers/printer/fax machine OTHER FUNCTIONS
Perform other duties or projects as requested or required ESSENTIAL QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
SKILLS AND ABILITY
Good communication and organizational skills Professional communication etiquette with good oral and written communication skills Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline- oriented environment Ability to speak, write and understand English Accurate, attentive, detail oriented, with strong analytical skills Strong customer service skills with the ability to interface with prospective tenants, owners, employees and management Ability to function in a team environment and proactively problem solve Ability to work outside of normal office hours to meet various deadlines and handle emergencies Ability to prioritize and organize workload to meet daily, weekly and monthly deadlines Ability to follow through and complete tasks thoroughly and on time Willingness and demonstration of professional development and continual learning Professional demeanor and appearance Demonstrated initiative and trouble shooting skills Demonstrated understanding of the budgeting process Demonstrated understanding of lease documents and contracts Demonstrated ability to read, understand and abstract leases and contracts Demonstrated ability to recognize high quality maintenance work Demonstrated ability to draft quality, well written letters, reports and memos Coordinate maintenance of copiers/printer/fax machine EDUCATION/EDUCATION
Bachelor's Degree or a combination of education and experience Real Estate License preferred REQUIRED KNOWLEDGE
Strong knowledge of Commercial Property Management processes and procedures Basic understanding of budgeting PC literate (Internet, Word, Outlook, Microsoft Office Suite), strong Excel skills Proficient in MRI, Clickpay and Prism (Building Engines)
EXPERIENCE REQUIRED
3+ years Commercial Property Management or Facilities Management experience
WORK ENVIRONMENT
This is a standard office environment with standard office noise like talking, office equipment, etc. In addition, this position may visit tenant sites in various settings which can be industrial in nature with loud noises and mild fumes.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk and hear. This position is rarely active but may require standing, walking, bending, kneeling, stooping and crouching. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The
employee must sometimes lift and/or move items up to 10 pounds. The employee must be able to drive for short to moderate distances and/or times. The employee must often walk through the outdoors and various terrain
environments. The employee may be required to access building roof and mechanical areas.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities.
Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at https://kidder.com/careers/.Qualified individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.
JOB SUMMARY
The Senior Portfolio Administrator assists the Manager in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual clients.
ESSENTIAL FUNCTIONS
LEASING:
Coordinate approval of and track process of leases, contracts, notices and other time sensitive documents Partner with leasing team to distribute lease documents to Owner and Tenant Coordinate signage, keys and distribution of property information sheet to tenant Partner with Manager and leasing team to receive, code and track all invoices related to lease commissions Partner with Manager and leasing team members to ensure that all vacant space is in "market ready" condition FINANCIAL AND REPORTING:
Code invoices/payables in a timely manner each week Research problems with invoices, including resolving past due balances Assist with lease administration in accounting software including preparation of lease abstracts and tenant profiles Create Account Action Request forms for Manager's signature Distribute monthly accounting calendar and updates as needed throughout the month Collect delinquencies by contacting tenants and preparing demand notices and pay or vacate notices Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases, compiling data for Manager and property accountant for final budget input
Review annual CAM reconciliations assigned by Manager and report findings to Manager Prepare new vendor set up form for approval by Manager; obtain and track vendor W-9s Request appropriate insurance information from new vendors ensuring all required information is received Assist in preparation of monthly financial reports as directed by Manager OPERATIONS:
Maintain courteous, service-oriented rapport with tenants, owners and vendors Build and foster confident, comfortable relationships with tenants, owners and vendors Communicate with tenants as required to ensure that tenant needs are met and issues are resolved, and that high quality property management service is achieved Communicate with tenants impacted by construction or scheduled repair work Interface with tenants, property vendors, and contractors to ensure prompt response to concerns and maintenance issues; schedule repairs and work orders; dispatch vendors/contractors Follow-up with Tenant's on service requests and manage Tenant work-orders in Prism (Building Engines) Assist Manager to ensure on-going contracted vendor services are performed on schedule, that services meet contract specifications and are performed in accordance with an approved operating budget As directed by Manager request and review bids from contracted service providers; make recommendations to Manager Prepare vendor contracts for Manager review and signature Maintain property emergency contact information book, to include tenant and vendor information, ensuring accurate and up to date information Administer Purchase Orders and Work Orders in Prism (Building Engines) Track tenant and vendor insurance for compliance and expiration; maintain accurate records of Certificates of Insurance for tenants and vendors Follow up with tenants and vendors on any expired or missing Certificates of Insurance Participate in regular KM staff meetings Participate in regular safety training
TENANT MOVE IN/OUT:
Oversee tenant move-in and move-out process Compose all welcome, termination and final inspection correspondence Conduct (with tenant) tenant move-in inspections; complete move-in inspection report Conduct pre-move out inspections with tenants a minimum of 30 days prior to termination of lease; complete move-out inspection report Collect all preventative maintenance reports to ensure that all tenant-maintained equipment has been appropriately maintained and is being surrendered in good working condition Assist Manager with scheduling and managing vendor/contractor work on all vacant spaces ADMINISTRATIVE:
Provide administrative support for Manager including phone support, preparation of correspondence, reports, memos and proposals, filing and distribution of correspondence Complete weekly filing Compose letters as requested by Manager Assist Manager in preparing Tenant Handbooks and Emergency Manual for distribution Manage sign and building directory changes Order office supplies Coordinate maintenance of copiers/printer/fax machine OTHER FUNCTIONS
Perform other duties or projects as requested or required ESSENTIAL QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
SKILLS AND ABILITY
Good communication and organizational skills Professional communication etiquette with good oral and written communication skills Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline- oriented environment Ability to speak, write and understand English Accurate, attentive, detail oriented, with strong analytical skills Strong customer service skills with the ability to interface with prospective tenants, owners, employees and management Ability to function in a team environment and proactively problem solve Ability to work outside of normal office hours to meet various deadlines and handle emergencies Ability to prioritize and organize workload to meet daily, weekly and monthly deadlines Ability to follow through and complete tasks thoroughly and on time Willingness and demonstration of professional development and continual learning Professional demeanor and appearance Demonstrated initiative and trouble shooting skills Demonstrated understanding of the budgeting process Demonstrated understanding of lease documents and contracts Demonstrated ability to read, understand and abstract leases and contracts Demonstrated ability to recognize high quality maintenance work Demonstrated ability to draft quality, well written letters, reports and memos Coordinate maintenance of copiers/printer/fax machine EDUCATION/EDUCATION
Bachelor's Degree or a combination of education and experience Real Estate License preferred REQUIRED KNOWLEDGE
Strong knowledge of Commercial Property Management processes and procedures Basic understanding of budgeting PC literate (Internet, Word, Outlook, Microsoft Office Suite), strong Excel skills Proficient in MRI, Clickpay and Prism (Building Engines)
EXPERIENCE REQUIRED
3+ years Commercial Property Management or Facilities Management experience
WORK ENVIRONMENT
This is a standard office environment with standard office noise like talking, office equipment, etc. In addition, this position may visit tenant sites in various settings which can be industrial in nature with loud noises and mild fumes.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk and hear. This position is rarely active but may require standing, walking, bending, kneeling, stooping and crouching. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The
employee must sometimes lift and/or move items up to 10 pounds. The employee must be able to drive for short to moderate distances and/or times. The employee must often walk through the outdoors and various terrain
environments. The employee may be required to access building roof and mechanical areas.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities.
Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at https://kidder.com/careers/.Qualified individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.