Property Administrator in Bal Harbour, Florida at Whitman Family Development LLC

About Us

Whitman Family Development is a family-owned real estate company specializing in high-end retail, management, and leasing. The company owns and operates Bal Harbour Shops, a historic luxury shopping destination. Bal Harbour Shops is a global leader in the industry and is best known for its curated retail, as well as the emotional connection to its tenants and customers. For more information on Bal Harbour Shops, please visit https://www.balharbourshops.com/.

Position Summary

We are seeking a highly organized and detail-oriented Property Administrator to join our team. The Property Administrator will be responsible for managing the day-to-day operations of our properties, ensuring they are well-maintained, and providing exceptional service to tenants and clients.

Responsibilities

• Act as the primary point of contact for tenants, addressing their concerns, and ensuring their needs are met in a timely and professional manner.
• Conduct regular property inspections to identify maintenance issues, safety concerns, and opportunities for improvement.
• Administratively manage contracts with legal, ensuring full execution by vendor and ownership.
• Communicate effectively with property staff and external vendors to coordinate property maintenance and repairs, as needed.
• Support General Manager in managing Bal Harbour Shops' property budgets and expenses, ensuring costs are within budgetary constraints and seeking cost-saving opportunities where possible.
• Collaborate with Asset Manager for building the budget, performing forecasts, and final invoice approval for ancillary properties.
• Serve as a Manager on Duty on some Saturdays and holidays.
• Assist with new tenant onboarding processes.
• Collaborate with legal as necessary to ensure compliance with local regulations, vendor agreements, and other legal requirements.
• Prepare and maintain accurate records and documentation related to property management activities, including lease agreements, maintenance logs, and tenant communications.
• Perform general office duties including managing building access, coordinating office maintenance, answering phones, responding to emails, handling correspondence, managing boardroom calendar, and maintaining stocked coffee and fridge stations in shared spaces.
• Collaborate with property management team to implement strategies for improving tenant satisfaction and retention.
• Collaborate with other departments to support success of cross-functional initiatives.
• Keep tenants informed about property policies, procedures, and upcoming events through written notices, newsletters, and other communication channels.
• Stay informed about industry trends, best practices, and legal developments related to property management.
• Provide support for holiday coverage of the administrative office.
• Assist with special projects and other duties as assigned by senior management.

Education and Experience

• Bachelor's degree in Business Administration, Real Estate, Hospitality Management, or a related field preferred.
• Minimum of 3 years of prior progressive responsibility in commercial real estate, property management, hospitality, and/or legal fields, preferred.

Knowledge, Skills, and Abilities

• Professional working fluency in Spanish is a plus.
• Strong understanding of property management principles, practices, and regulations.
• Familiarity with financial analysis and budgeting processes.
• Proficiency in Microsoft Office and other relevant software.
• Professional demeanor and a commitment to providing outstanding customer service.
• Excellent communication and interpersonal skills, with the ability to effectively interact with tenants, clients, and vendors.
• Ability to work independently with minimal supervision and as part of a team.
• Strong organizational and multitasking abilities.
• Flexibility to adapt to changing priorities and manage multiple tasks simultaneously.

Physical Requirements

Position requires extended periods of standing. Must also have the ability to speak, hear, walk, bend, balance, squat, stoop, kneel, reach, lift, and move and carry up to 25 lbs.

This description outlines the basic responsibilities and requirements for the position noted. This is not a comprehensive listing of all job duties of the employee. Duties, responsibilities and activities may change at any time with or without notice.