Property Administrator - Avison Young

Our Story

About You:You are a high achiever looking to thrive in a fast-paced environment. You take pride in your own work but are comfortable collaborating with a team of highly motivated individuals. You can communicate clearly and concisely with teammates and clients, and you enjoy strong company culture and camaraderie. You can navigate multiple corporate functions, including global lines of service and corporate centers of excellence. You possess strong interpersonal skills and are willing to take on diverse tasks to achieve the team’s common goal. You value personal and professional growth and are ready to take the next step in advancing your career.If this sounds like you, well, then you will love the culture at Avison Young!About Us:Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization.Real estate can have an enormous positive impact on people’s lives – and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people.We care about each other and we have each other’s backs. This makes Avison Young a great place to be a client, and a great place to work. We support the whole person and their complete wellness – economic, mental and physical – because what’s best for our business comes from our people bringing their whole selves to work.Of course we love it here, but outsiders think we’re pretty great too: Avison Young was awarded the prestigious America’s Best Midsize Employers for 2022, presented by Forbes and Statista, Inc. We’re proud to be regularly recognized for our team, services and culture and our team members enjoy comprehensive compensation and benefit programs. Through our customized work options, we give our people the flexibility to create a work environment that puts their overall well-being first. After all, we are powered by people.

Overview

Provides efficient communication to and from the property management staff and tenants via phone, written correspondence and reports. Facilitates addressing tenant requests or concerns regarding their space or the services provided to them. Organizes and processes vendor and tenant bills. Assists the Property General Manager in the overall administration and operation of the property through interacting and working with tenants, vendors, contractors and corporate office personnel.

Responsibilities

• Answer telephones and greet office visitors daily in a prompt and courteous manner. Routes calls or visitors to the correct person and takes accurate messages to provide effective communication with the office staff and to promote goodwill with building tenants and the public.

• Receives mail daily and distributes to the correct personnel (assists with depositing all rent and miscellaneous checks when received).

• Plans and coordinates tenant appreciation events and giveaways, including oversight of the installation of holiday decorations in the building lobby in order to provide for tenants’ and visitors’ enjoyment and goodwill.

• Responds to daily tenant questions, concerns and requests for services by e-mail, phone and in person for assistance, information, maintenance and repairs by arranging for needed services with building staff and following through to completion in order to maintain tenant satisfaction and efficient building operations.

• Maintains, updates and confirms insurance certificates for service vendors, tenants and tenant vendors, to ensure tenant compliance with local law and the lease documents.

• Keeps and maintains the building’s daily schedule and activity, reviewing and approving building access requests and freight elevator and loading dock parking reservations for tenants and vendors and monitoring when recurring services have been completed.

• Prepares Tenant Service Requests for requested services by tenant by calculating fees due, completing the necessary forms, obtaining necessary approval and forwarding to the engineering staff for completion. Coordinates the work to be performed as needed with the engineering staff by providing needed information to provide efficient service to the tenants.

• Prepares a Tenant Work Order (TWO) form for fixed expenses and billable tenant service requests for services provided for each tenant and has the tenant sign the form approving the work to be done.

• Assists the Assistant Property Manager and General Manager with typing daily correspondence, contracts and other miscellaneous reports on a computer using various software packages to maintain effective communication with tenants, vendors and corporate office personnel.

• Files weekly correspondence, memoranda, tenant service requests, and reports in the correct locations as needed in order to maintain an organized, efficient system of retrieving all office documents.

• Assists the General and or Assistant Property Manager by preparing Property Services Agreements and Purchase Orders for contracted services, coordinating the work to be performed, obtaining management approvals, assuring minimum impact to tenant’s routine and work schedules and following progress of work or services through to completion.

• Schedules recurring services and maintains vendor logs and building schedule for ongoing Project Service operational services.

• Orders office supplies and makes photocopies as needed in order to maintain efficient office operations.

• Orders and creates building access cards and keys for each tenant and makes needed access changes as requested by the tenant in order to provide adequate security in the property.

• Schedules all tenant move-ins and move-outs in the building. Makes sure that there is updated insurance information on file for all movers.

• Obtains approvals from Building Staff for after-hour work requests for contractors doing construction work in building.

• Maintains and updates tenant and moving company insurance on a compatible spreadsheet.

• Update and maintains purchase orders for work that is being done in the building and for miscellaneous supplies.

Qualifications

• Associates degree (A.A.) from two-year college or university; or one to two year’s related experience and/or training; or equivalent combination of education and experience.
• Strong communication and interpersonal skills, both oral and written.
• Knowledge of operating statements and strong understanding of budgets and recoveries
• A focus on customer service and working as part of a team.
• Ability to meet deadlines, prioritize tasks and work well under pressure
• Results oriented, detail oriented and accurate
• Exceptional problem solving and attention to detail
• Proficiency in Microsoft Word, Excel and Outlook
• Experience with Yardi accounting system a definite asset
• Should possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio

Workplace Type

Our Equal Opportunity Commitment

Avison Young practices as an equal opportunity employer in all services locations around the world.  We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity. 

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

For those requiring assistance with disabilities, information relating to the need for accommodation and accommodation measures will be addressed confidentially. 

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY! 

Benefits offered to full time W2 employees:

• Traditional and Roth 401k with generous employer match and immediate vesting
• 12 weeks of Paid Parental Leave after one year of tenure
• Medical, Dental, Vision Insurance
• Company paid Life and AD&D Insurance
• Company paid Short & Long-Term Disability
• Voluntary Critical Illness and Accident Coverage
• Healthcare, Dependent Care, Commuter & Transit Pre-Tax Benefits
• Wellness program
• Employee Assistance Program (EAP)

Work-Life Balance

• Competitive paid vacation days
• 2 personal/wellness days
• Paid holidays plus 2 floating holidays
• Annual volunteer day for Day of Giving