Property Administrator

Position:  Property Administrator (Full Time Salaried)

Job Type:  Full time salaried; 4 day work week in the office with pre-scheduled Mondays or Fridays off.

Location: 9245 N Meridian St, Suite 333, Indianapolis IN 46260

Position Posting Contact: Gina Hughes

About the Position:  The Property Administrator will work closely with other members of the Property Management department to provide administrative support.  Specific responsibilities that may be aligned with this position may include but are not limited to:

Yardi Maintenance

  • Enter and track one-time and preventative maintenance work orders
  • Perform regular checks for accuracy & follow up with techs as needed
  • Follow up on open work orders
  • Calculate payroll hours, OT, PTO, etc. and submit to Controller biweekly
  • Create & submit billing hours report to Property Managers biweekly
  • Property billing detail and back-up to Controller and A/P
  • Determine tenant bill-back charges

Maintenance Personnel and Transits

  • Coordinate Transit insurance, repairs, records, etc
  • Manage Transit GPS accounts – track as needed
  • Coordinate on-call schedule
  • Maintenance scheduling for route technician
  • Master property binders – manage, update data, update OneDrive, and distribute changes to employees
  • Property inspections – Review for work orders, report issues to property managers
  • On-site inspections for quality control

Tenant and vendor relations

  • Field incoming tenant request calls and manage tenant service email
  • Assist with email blasts regarding building, issues, etc
  • Manage tenant contacts and update Yardi
  • Assist with tenant holiday gifts, tenant appreciation events, etc
  • Create & maintain tenant HVAC preventative maintenance program and retail sales report tracking
  • Manage/request current tenant COI’s and renewals
  • Manage/request current vendor COI’s and renewals
  • Communicate with vendors as needed

Insurance

  • Keep and file all insurance policies for property management and building owners
  • Assist with insurance claims

Other

  • Collect/print receipts, add detail
  • Reconcile receipts against credit card billings, submit credit card statement with detail to accounting
  • Answer office phones and doorbell
  • Responsible for office lock up procedures
  • Schedule team meetings and quarterly maintenance meetings
  • Schedule calendar invites for PTO, etc for property management team
  • Property management agreements – collect, track, create new as needed
  • Manage property keys
  • Callnet – keep call list & property list up to date

Requirements:

  • At least 2 years of commercial (not residential) property management administration experience
  • Microsoft Office proficiency (Word, Excel, Outlook, etc.)
  • Excellent communication skills, both written and verbal
  • High level of interpersonal skills and ability to work well in a team atmosphere, including daily interactions with tenants
  • Problem solver
  • Service oriented
  • Very strong attention to detail
  • Ability to work under time pressure, multi-task, and adapt to changing requirements with a positive attitude
  • Ability to work independently and efficiently with light supervision
  • Experience/familiarity with Yardi a plus

Position Benefits:

  • 4 day work week!
  • Generous PTO program
  • Paid holidays, bereavement and jury duty leave
  • Fortune 500 equivalent benefit package through our PEO including health insurance (the company pays 75% of an HDHP toward any of our plans), 401k, dental, vision, life insurance, and many other benefits
  • Business casual dress code (jeans are allowed)
  • We like to have FUN at work!

Interested applicants can email their resume to Gina Hughes at ghughes@halakar.com