Property Administrator

Job Summary:

A prominent Property Management firm seeks an experienced Property Administrator to provide administrative support to the Operations and Compliance leadership team.   The ideal applicant will have an outgoing personality, a positive attitude and ability to interface with varying levels of staff across the organization, as well as vendors, contractors, and other third-party business relationships. 

Job Specific Responsibilities and Duties:

Operations

• Track FDNY Certificate of Fitness holder’s portfolio wide
• Track annual Backflow preventer inspections portfolio wide
• Track DOB approvals and permits for HVAC replacements portfolio wide 

Engineering

• Assist Engineering team with day-to-day operations/DOB Filings/Research open permits portfolio wide
• Track and provide status of Fire Alarm payments related to violation orders/LOA’s and defect letters portfolio wide 

Compliance

• Assist Compliance with preparations and submissions of Electronic Correction Paperwork – All agencies portfolio wide
• Deliver correction paperwork and payments to DOB and ECB when electronic payments are not an option portfolio wide
• Assist with preparing HPD correction paperwork portfolio wide
• Act as pivotal centralized processor for various permits and permit renewals portfolio wide (ex: FDNY permitting, DEP Boiler registrations, Air Facility permits, DOT Canopy permits, Multiple Dwelling registration forms, etc.)

Administrative

• Coordinate communications, take calls and messages, respond timely to emails
• Assist operations, engineering and compliance teams on various special projects
• Process electronic payments portfolio wide to various City/State entities
• Maintain and organize various contracts for commercial tenants, vendors, certificates of insurances, NYC Department of Buildings filings, etc.
• Track and administer tenant charges for commercial building
• Oversee commercial maintenance/cleaning schedules and assignments
• Provide administrative backup for timekeeping procedures for accurate weekly payroll processing
• General office and administrative duties: typing, filing, mailing, calendar maintenance, inventory control, billing and expenses

Basic Responsibilities:

• Respond to incoming calls, e-mails, mail and in-person requests.
• Comply with company policies, practices and procedures.
• Manage documents, files and electronic information in an organized, efficient and secure manner.
• Provide strong customer service to internal and external clients with an ability to adapt to situations and remain calm under pressure
• Represent company as a professional in appearance and manner.
• Communicate written and oral communication at the highest level of professionalism and integrity.
• Perform quality and quantity duties as expected for position.
• Complete company required training courses as assigned.

Qualifications:

• Bachelor’s Degree and 2-3 years’ experience in an administrative support role
• Prior experience in a property management setting strongly preferred
• Exceptional organizational, interpersonal, and communication skills
• Ability to prioritize and work in a fast-paced, multi-faceted environment
• Extreme attention to detail and follow up tasks
• Ability to multi-task and be a team player
• Proactive, outgoing, energetic, efficient
• Strong writing skills and pleasant telephone demeanor
• Excellent computer skills particularly: Microsoft Office Suite

Job Specific Requirements:

• Possess basic personal computer skills.
• Exhibit strong numerical ability.
• Execute tasks with accuracy and attention to detail.
• Perform responsibilities with honesty and integrity.
• Maintain a professional level of stress tolerance.
• Possess ability to adapt to changing environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The job description outlined above is considered a core list of job duties/requirements.  This document should not be considered a complete or comprehensive list.  The incumbent assigned to this position is required to perform the duties listed above.  The incumbent is also expected to adapt to changes and/or additions as needed.  Nothing contained within this document is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and Milford Management and its Subsidiaries.  Milford Management and its Subsidiaries retains and reserves any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.