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 withmorethan100 "best workplace" awards. Now the largestfullyindependent commercial real estate firm in the Western U.S., Kidder Mathews hasover900 professionals across19offices 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 $9billion in transactionvolume, manages more than 58million 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 partners with the General Manager(s) in the day-to-day management of all aspects of operations for the assigned on-site portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Senior Portfolio Administrator may perform some administrative duties.
Essential Functions Leasing:
Ensures and manages all vacant spaces are in “market ready” condition
Manage building floor plans, vacant space log, and stack plans
Approves and tracks process of leases, contracts, notices, and other time sensitive documents
Distribute lease documents to Owner, General Manager, Administrative Assistants, and Tenant
Manage signage, keys, and distribution of property information sheet to Tenant
Receive, code, and track all invoicing related to lease commissions
Manage all lease and property files
Financial and Reporting :
Code invoices/payables in a timely manner each week
Research problems with invoices, including resolving past due balances
Create Account Action Request forms for General Manager’s signature
Partner with General Manager with annual budgeting process, to include re-bid of service contracts
Partner with General Manager in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
Prepare new vendor set up forms
Request appropriate insurance information from new vendors ensuring all required information is received
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(s) and property accountant for final budget input
Operations :
Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
Maintain and update “Desk Notes”
Prepare maintenance and service contracts
Dispatch vendors/contractors
Respond to and resolve tenant concerns
Communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
Follow through on any needed repairs or maintenance
Request and review bids from contracted service providers; make recommendations to Manager(s)
As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
Track tenant and vendor insurance compliance
Tenant and Owner Relations :
Maintain courteous, service-oriented rapport with tenants
Promote and foster confident, comfortable relationships with owners
Make collection calls to delinquent tenants
Ownership Assistance
Prepare checks for 870 Market Street Associates II expenses (ie. medical, dental, parking, Constant Contact, news and other subscriptions, community contributions, taxes and some construction expenses for the retail spaces)
Manage accounting for Owner office by entering above expenses into Quickbooks
Manage bank account balances and transfers funds as necessary between investment and checking accounts
Assists with partner monthly distributions (when Board votes to reinstate)
Manage meeting room and buys coffee and takes notes for quarterly Board meetings
Buys office supplies for Suite 1100
Other Functions
Perform other duties or projects as requested
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 ability to build relationships with clients, vendors and internal partners
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
Exceptional attention to detail
Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
Demonstrated initiative and trouble shooting skills
Demonstrated ability to recognize high quality maintenance work
Demonstrated ability to draft quality, well written emails, reports and letters
Education/Education
High School Degree or Equivalent
Required Knowledge
PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills
EXPERIENCe REQUIRED
15+ years commercial property management / building operations experience
Work Environment
This is a standard office environment with standard office noise like talking, office equipment, etc.
Physical Demands
While performing the duties of this job, the employee is regularly required to talk and hear. 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 be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and/or move items up to 10 pounds.
Supervisory Responsibilities
There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants.
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 accommodatecandidates with disabilities to complete this application. Please contactrecruiting@kiddermathews.comif 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.
#J-18808-Ljbffr
Job Summary The Senior Portfolio Administrator partners with the General Manager(s) in the day-to-day management of all aspects of operations for the assigned on-site portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Senior Portfolio Administrator may perform some administrative duties.
Essential Functions Leasing:
Ensures and manages all vacant spaces are in “market ready” condition
Manage building floor plans, vacant space log, and stack plans
Approves and tracks process of leases, contracts, notices, and other time sensitive documents
Distribute lease documents to Owner, General Manager, Administrative Assistants, and Tenant
Manage signage, keys, and distribution of property information sheet to Tenant
Receive, code, and track all invoicing related to lease commissions
Manage all lease and property files
Financial and Reporting :
Code invoices/payables in a timely manner each week
Research problems with invoices, including resolving past due balances
Create Account Action Request forms for General Manager’s signature
Partner with General Manager with annual budgeting process, to include re-bid of service contracts
Partner with General Manager in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
Prepare new vendor set up forms
Request appropriate insurance information from new vendors ensuring all required information is received
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(s) and property accountant for final budget input
Operations :
Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
Maintain and update “Desk Notes”
Prepare maintenance and service contracts
Dispatch vendors/contractors
Respond to and resolve tenant concerns
Communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
Follow through on any needed repairs or maintenance
Request and review bids from contracted service providers; make recommendations to Manager(s)
As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
Track tenant and vendor insurance compliance
Tenant and Owner Relations :
Maintain courteous, service-oriented rapport with tenants
Promote and foster confident, comfortable relationships with owners
Make collection calls to delinquent tenants
Ownership Assistance
Prepare checks for 870 Market Street Associates II expenses (ie. medical, dental, parking, Constant Contact, news and other subscriptions, community contributions, taxes and some construction expenses for the retail spaces)
Manage accounting for Owner office by entering above expenses into Quickbooks
Manage bank account balances and transfers funds as necessary between investment and checking accounts
Assists with partner monthly distributions (when Board votes to reinstate)
Manage meeting room and buys coffee and takes notes for quarterly Board meetings
Buys office supplies for Suite 1100
Other Functions
Perform other duties or projects as requested
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 ability to build relationships with clients, vendors and internal partners
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
Exceptional attention to detail
Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
Demonstrated initiative and trouble shooting skills
Demonstrated ability to recognize high quality maintenance work
Demonstrated ability to draft quality, well written emails, reports and letters
Education/Education
High School Degree or Equivalent
Required Knowledge
PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills
EXPERIENCe REQUIRED
15+ years commercial property management / building operations experience
Work Environment
This is a standard office environment with standard office noise like talking, office equipment, etc.
Physical Demands
While performing the duties of this job, the employee is regularly required to talk and hear. 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 be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and/or move items up to 10 pounds.
Supervisory Responsibilities
There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants.
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 accommodatecandidates with disabilities to complete this application. Please contactrecruiting@kiddermathews.comif 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.
#J-18808-Ljbffr