Property Administrator at Omninet Property Management Inc – Thousand Oaks, California

• Report directly to the Property Manager and will provide administrative support to all team members in the office.
Provide administrative support to assigned Property Management Team(s) and Operations Team in order to ensure efficient operation of the portfolio and company systems
Communicate with prospective tenants and vendors, implement policies, and ensure the success of office operations
Deliver excellent customer service and tenant relations as a first point of contact for tenant requests and coordination of service calls and follow-up of same
Office management of on-site property management office, including phones, office services and managing visitors to the project
Primarily responsible for preparing lease abstracts, maintaining insurance certificates, A/R and A/P, monitoring vendors’ activities, and security systems and controls
Own maintenance of electronic and hard copy files
Regularly inspect assets to ensure the property is maintained at an optimum level and safeguard the security and protection of all tenants and visitors
Assist in the preparation of annual property operating budget, including setting up budget files, obtaining information from vendors for anticipated increases and/or recommended services
Track deadlines to ensure reports are delivered timely
Prepare delinquency, monthly/quarterly, and lease expirations reports for Assistant Property Manager/Property Manager/Senior Manager review
Assist in preparation of CAM estimates and CAM reconciliations letter back-ups for Assistant Property Manager review
Update corporate tracking sheets
Assist with Tenant lease compliance, at the direction of the Property Manager/Senior Property Manager
Ensure that above standard tenant bill-backs for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner
Prepare and send Bill Back Letters to tenants
Prepare service agreements and work orders at the direction of the Property Manager/Senior Property Manager
Respond to maintenance requests and prepare work orders for service needs and ensure they are completed, tracked, and closed out to tenant’s satisfaction
Assist with the supervision of onsite staff such as building engineer/security/parking as well as contractors and vendors performing work on the asset
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Complete operational requirements by scheduling and assigning administrative projects; expediting work results.
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
Contribute to team effort by accomplishing related results as needed
Any ad-hoc projects/reports delegated by Supervisor