Property Administrator

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance.

 

Transwestern Services turns strategy into reality with consistency and accountability, collaborating to provide dynamic, tailored solutions. Whether representing a tenant, advising an investor or repositioning an asset, we operate with tenacity and own the outcome every time. Our 2,200-strong team works across service lines, ready to activate our full platform to deliver a customized, cohesive experience for clients.

POSITION SUMMARY:

The Property Administrator is responsible for working directly with the Property Manager in performing clerical and administrative assignments for the assigned properties/projects.  

It is the responsibility of the Property Administrator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results.

ESSENTIAL JOB FUNCTIONS:

• Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.

• Schedule and coordinate meetings/special events as requested.

• Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.

• Prepare and coordinate bid proposals and service contracts and approved invoices.

• Maintain lease and property files.

• Track and file HVAC contracts and insurance certificates.  Maintain follow-up system for expiration.

• Assist with monthly and quarterly management reports as well as annual budget preparation.

• Transcribe contracts, leases, proposals, addendums, side letters, exhibits, correspondence, etc.

• Prepare financial spreadsheets.

• Order and maintain adequate stock of office supplies.

• Greet tenants, prospective tenants, vendors, and guest.

• Notify participants of meetings, and their responsibilities and any changes in plans or schedules.

• Order tenant door plaques and directory strips; maintain property signage.

• Prepare and distribute tenant move-in packages; order tenant gifts as needed.

• Maintain parking/building access card records.

• Invoice tenant rebills (meter readings, HVAC, etc.).

• Maintain tenant contact, vendor contact list, and insurance information.

• Promote and foster positive relationships with tenants and owners.

• Additional duties assigned by the Property Manager.

POSITION REQUIREMENTS:

• A high school diploma or GED equivalent (college courses preferred).

• At least 0-2 years of clerical, administrative duties (real estate experience is a plus).

• Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.

• Argus, accounting software such as MRI or Skyline proficiency preferred.

• Ability to keep information strictly confidential.

• Strong desire to succeed in an entrepreneurial environment.

• Must be able to handle multiple projects, changing priorities and a continually heavy workload.

• Exceptional oral and written communication skills.

• Strong customer service orientation.

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WORK SHIFT:

   

LOCATION:

San Leandro, CA

This is a dynamic, on-site role that places you at the heart of the action. As a result, an essential function of this position is working on-site. Remote or hybrid options are not available. Being on property allows you to build strong relationships with clients and tenants, respond in real time, and make a visible impact every day.

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more at transwestern.com. 

 

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.