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About Sterling Bay Sterling Bay is a rapidly growing Chicago-based commercial real estate development, investment, and management company providing fully integrated in-house resources including legal, architectural, construction and asset management departments. Sterling Bay’s corporate offices have consistently been named one Chicago’s most creative workspaces and we foster an entrepreneurial environment for all our employees. Summary of Position The Property Administrator (PA) sits and manages the reception desk at the management office and is the first point of contact with all persons calling or visiting the management office. The PA will respond courteously to client, tenants, visitors and fellow staff members either completing the request or escalating the request to the appropriate staff contact. The PA will have strong verbal and written communication skills; strong organizational skills; meticulous attention to detail with excellent follow up skills. The PA will be a motivated worker with the ability to work independently managing a Task or To Do List while keeping superiors informed of progress/status. The PA shall have the ability to complete their daily core tasks while responding to unplanned/unscheduled requests or tasks at any time. The PA will be familiar with and comply with all company rules and policies. It is preferred (but not necessary) for the candidate to have 1 year experience in commercial real estate or facilities management experience. The candidate shall be creative as a core duty is managing the buildings social media accounts and creating/marketing building events. Duties and Responsibilities of the Property Administrator are listed below.Not limited to – as additional duties may be assigned at any time. Office Administrative Duties: * General administrative support for the entire office as requested. * Answering phones, screening calls with appropriate discretion, taking/relaying accurate messages as necessary in accordance with recipient’s preferences. * Greeting visitors, notifying building employees of their presence and directing to the appropriate office/conference room, or making the guest comfortable in the waiting area. * Accepting deliveries (e.g. mail, packages, faxes etc.) and distributing immediately to the appropriate parties. * Monitoring postage stamps and purchase additional stamps as necessary. * Coordinate service of office equipment as necessary (copy machine, postage machine, water cooler coffee machine, etc…) * Keeps kitchen, conference room and overall office neat and orderly and ensures stock of all office supplies including kitchen item, conference room items and office supplies. * Log complaints and request for follow – ups. Escalating to managers as necessary. * Follow up with tenants to ensure their satisfaction of work order requests. * Notify managers immediately of unusual, emergency or problem situations (e.g. elevator issues, floods, smoke conditions, repeated complaints of same issues such as exterminating problems, etc.) Perform necessarily follow up to ensure problem resolution and tenant satisfaction. * Maintain Building Paper and Electronic files including: * Building Tenant Information Forms * Tenant Letters and Manuals * Tenant Notices * Tenant Certificate of Insurance (current certificates to be kept in a binder in addition to the lease file. * Stamp invoices and scan to Avid X for managers to code and approve. File copies of invoices in vendor invoice files. * Manage and maintain the DBAL (Daily Building Activity Log) and distribute daily. * Assist in investigating past due invoices including tracking down check numbers or cancelled checks and communication with vendors. * Maintain utility tracker excel file and paper binder for gas, electric and water bills. If utility invoices or statements reflect any past due balances – review for accuracy and assist in reconciling Property Administrator Duties: * Maintain Tenant and Vendor Contacts and distribute information as directed. * Train new tenant contacts on Angus Work Order program and BluSky Access and Visitor Registration program. This requires the PA to be a “subject matter expert” of these programs. * Certificate of Insurance (COI) Management. BCS program is used for tracking COI’s. PA shall be a “subject matter expert” of this program as well. The PA shall track certificates of insurance for tenants and vendors ensuring they are up to date and in compliance with Lease and Service Agreement requirements (e.g. type of insurance, coverage amounts, additional insureds, etc.) by verifying with actual leases and agreements, performing necessary follow up and immediately notifying Managers of any problems delays or concerns. * Update and manage social media content and create and manage tenant relations events. * Create and develop Tenant Relations events. * Manage the schedule of the loading dock request, freight elevator requests and the 16th floor conference room including furniture and AV Set Ups, and after hours roof deck events or building events. * Manage social media platforms Twitter, Facebook, Instagram. * Participate in weekly staff meetings and maintain meeting minutes. * Assist in generating and distributing tenant rent statements. * Open and close Work Orders, track progress. Run monthly reports for billing. Compensation Competitive salary as well as a performance-based incentive. Benefits Sterling Bay offers a compensation package commensurate with experience. Benefits include but are not limited to participation in a 401K plan and a competitive healthcare package.
