Property Administrator Job Listing at Transwestern in Chicago, IL (Job ID R0004668)

Description

Transwestern Real Estate Services adds value for investors, owners and occupiers of all commercial property types through comprehensive solutions grounded in sound market intelligence. Part of the Transwestern companies, the firm applies a consultative approach to Agency Leasing, Asset Services, Tenant Advisory + Workplace Solutions, Capital Markets and Research & Investment Analytics.

Our firm's award-winning culture and reputation for exceptional service are built on a common purpose – Empowering Good People to do Extraordinary Things Together. This unique approach, reinforced by the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence, create value for our team members and clients every day.

Manage office operations, fundamental accounting functions, work order processing and building tenant service coordination for a high-paced, dynamic building management office.  Demonstrate strong interpersonal, organizational and customer service skills and general business knowledge.  Attempt to resolve questions and problems independently.  Provide support to the General Manager, Property Manager, Portfolio Controller, Property Accountants and Leasing Representative.  Constant focus on operational effectiveness, efficiency and continuous improvement.  Complete additional projects that may be assigned from time to time.

ESSENTIAL JOB FUNCTIONS

Office Operations

• Answer all telephone calls in a timely fashion; greet and screen all calls/visitors for office personnel;
• Perform general administrative responsibilities such as filing; scanning; faxing; preparing correspondence/transmittal letters, etc.;

• Review, date stamp and distribute mail for the management office; sign for packages; coordinate messenger service as needed; type correspondences/transmittal letters;
• Manage office equipment, including the telephone system, copier and printers;
• Organize and maintain file room, copy room, and all common areas of the management office;
• Manage general filing system;
• Manage and distribute tenant contact list including emergency contacts;
• Maintain current inventory, order and organize office supplies; order janitorial supplies;
• Prepare for building and office functions; serve as an office meeting coordinator by inviting attendees, ordering food, creating an agenda, and recording details as necessary.
• Maintain purchase order log
• Match incoming janitorial and security invoices to all corresponding work orders.
• Compile bi-weekly staff meeting agendas; take notes in staff meeting to compile later

Work Order Processing

• Answer and dispatch all tenant work order calls to the appropriate party; input all new requests into the Building Engines Work Order System;
• Create and add charges to tenant work orders; review for accuracy; with a special emphasis on janitorial and security invoices. 
• Maintain tenant services price lists; tenant contacts and personnel in Building Engines

• Monitor aging of outstanding work order requests for follow-up and expediting;

• Provide work order system training to tenants and internal staff as needed.

Visitor Registration System – CloudGate:

• Provide visitor registration support to tenants; adding new tenants and updating tenant contact and settings.
• Connect with CloudGate Support for any lobby or site issues.
• Provide visitor registration system training to tenants and internal staff as needed.

Building Tenant Services

• Serve as the primary day-to-day contact for all tenants; create relationship with each contact and update contact list as necessary; welcome new tenants to the building(s) ;
• Respond courteously to tenant requests/problems and complaints;
• Generate tenant quotes for building services, i.e. carpet cleaning, carpentry/engineering, etc.;
• Manage a delivery and construction usage schedule via Outlook calendar for the buildings' docks and freight elevators;
• Review daily conference schedules with the Concierge to insure proper setup per tenant's request.
• Manage tenant electric accounts (tenant move ins/outs, and moves within building/ temporary spaces), maintain open and clear communication with the electric billing company, engineers and electrician;
• Oversee collection and enforcement of Certificate of Insurance policies related to tenants, vendors and contractors, in order to comply with the building's insurance requirements;
• Maintain and order necessary signage for building lobbies, tenant suite doors, base building, etc.;
• Organize all building and tenant events including tenant appreciation events, blood drives, flu shots, , fire life safety meetings, etc.;
• Assist in contract management (janitorial, pest control, overnight shipping, office equipment, etc.);
• Maintain building contract summary spreadsheet.

WORK SHIFT

LOCATION

We Are Transwestern!

Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member. We embrace diversity, equity and inclusion — not only as the right thing to do, but as a reflection of who we are. It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone. Transwestern offers an exciting work environment, competitive salary and excellent benefits, which include medical, dental and vision coverage, as well as a 401(K) plan. Transwestern is an Equal Opportunity Employer.

Third Party Agencies/Vendors!

Transwestern recognizes the valued service provided by its recruitment agencies and as such have a Preferred Supplier List, which whom terms of business have been agreed. Only suppliers who have signed these terms can engage with Transwestern and its Family of Companies. If you are interested in becoming a Preferred Supplier vendor, we invite you to email us only at recruittw@transwestern.com. Please provide relevant information about your agency, and our dedicated team will carefully review and approve your submission. We will reach out if we find that there is a potential match and interest in adding your agency to our preapproved recruiting vendors list. Agreements obtained outside of this formal process will not be recognized and will be deemed invalid. We appreciate your understanding and cooperation in adhering to this established procedure. Thank you in advance.