Harvest Properties, Inc.
Commercial Property Administrator
Harvest Properties, Inc., Oakland, California, United States, 94616
Commercial Property Administrator
Harvest Properties, Inc.
This role is responsible for all day‑to‑day, administrative, and accounting aspects necessary for the efficient operation and management of a portfolio of buildings, including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting, and team support.
Essential Duties and Responsibilities
Courteously answer incoming calls; handle responses to customer requests and/or complaints; establish and maintain favorable customer relations.
Set up new files (i.e., lease, vendor, accounting).
Maintain current certificates of insurance for all tenants and vendors; serve as point of contact for outsourced insurance vendor; monitor insurance status regularly to ensure compliance.
Maintain a working knowledge of lease agreements and the administration of related documents.
Prepare and/or assist in annual budget preparation and year‑end reconciliations.
Keep up tenant contact information.
Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (i.e., W‑9 form).
Follow up and expedite collection of all accounts receivable (i.e., rent) as necessary; review charges with tenants when invoice is in dispute or needs clarification.
Review aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accounts.
Maintain rent roll and lease files in the system; review for accuracy monthly.
Prepare and/or assist in the preparation of monthly financial and variance reports.
Management of day‑to‑day vendor performance; inspect buildings on an ongoing basis to ensure functionality.
Assist in the preparation and maintenance of standard service contracts.
Assist with validation and/or input of lease abstract information.
Coordinate moves of tenants in and out of the building.
Review and send correspondence (rent increase letters, commencement letters, etc.) in a timely manner.
Coordinate special events (i.e., broker open house, etc.).
Special projects as requested.
This position has no supervisory responsibilities.
Qualifications
Must have very good oral and written communication skills.
Strong customer service skills required.
BA/BS degree preferred; otherwise 2+ years of relevant experience will be accepted.
Strong proficiency in Microsoft Word, Excel, and Outlook; competent in accounting systems; ability to use other software programs as required.
Previous office experience preferred.
Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Work Environment The work environment characteristics representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is usually moderate. The employee is frequently required to sit for extended periods, some bending, lifting, stooping, and stretching; effective eye–hand coordination and manual dexterity are required. Occasional standing, walking, and kneeling may be required.
Physical Demands Physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing duties, the employee is frequently required to sit for extended periods, some bending, lifting, stooping, and stretching; effective eye–hand coordination and manual dexterity are required. The employee is occasionally required to stand, walk, and kneel.
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This role is responsible for all day‑to‑day, administrative, and accounting aspects necessary for the efficient operation and management of a portfolio of buildings, including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting, and team support.
Essential Duties and Responsibilities
Courteously answer incoming calls; handle responses to customer requests and/or complaints; establish and maintain favorable customer relations.
Set up new files (i.e., lease, vendor, accounting).
Maintain current certificates of insurance for all tenants and vendors; serve as point of contact for outsourced insurance vendor; monitor insurance status regularly to ensure compliance.
Maintain a working knowledge of lease agreements and the administration of related documents.
Prepare and/or assist in annual budget preparation and year‑end reconciliations.
Keep up tenant contact information.
Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (i.e., W‑9 form).
Follow up and expedite collection of all accounts receivable (i.e., rent) as necessary; review charges with tenants when invoice is in dispute or needs clarification.
Review aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accounts.
Maintain rent roll and lease files in the system; review for accuracy monthly.
Prepare and/or assist in the preparation of monthly financial and variance reports.
Management of day‑to‑day vendor performance; inspect buildings on an ongoing basis to ensure functionality.
Assist in the preparation and maintenance of standard service contracts.
Assist with validation and/or input of lease abstract information.
Coordinate moves of tenants in and out of the building.
Review and send correspondence (rent increase letters, commencement letters, etc.) in a timely manner.
Coordinate special events (i.e., broker open house, etc.).
Special projects as requested.
This position has no supervisory responsibilities.
Qualifications
Must have very good oral and written communication skills.
Strong customer service skills required.
BA/BS degree preferred; otherwise 2+ years of relevant experience will be accepted.
Strong proficiency in Microsoft Word, Excel, and Outlook; competent in accounting systems; ability to use other software programs as required.
Previous office experience preferred.
Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Work Environment The work environment characteristics representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is usually moderate. The employee is frequently required to sit for extended periods, some bending, lifting, stooping, and stretching; effective eye–hand coordination and manual dexterity are required. Occasional standing, walking, and kneeling may be required.
Physical Demands Physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing duties, the employee is frequently required to sit for extended periods, some bending, lifting, stooping, and stretching; effective eye–hand coordination and manual dexterity are required. The employee is occasionally required to stand, walk, and kneel.
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