Industrial Property Administrator Job Listing at Transwestern in Chicago, IL (Job ID R0004463)

Description

The Transwestern companies together comprise a privately held, diversified real estate services, investment management and development organization.

A unique approach underlies our success. We do business differently by empowering our team members with the resources and independence to deliver extraordinary results to our clients. It's simple. We start with hiring hard-working, smart, genuinely good people, and organize them in collaborative cross-functional teams. We give them the support to outperform and the freedom to take ownership as they work to exceed our clients' expectations. We do business differently, and that makes us Transwestern.

The Industrial Property Administrator is responsible for working directly with the Property Management team in performing clerical and administrative assignments for the assigned properties/projects. 

It is the responsibility of the Industrial Property Administrator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results while representing Transwestern in the highest professional manner.

ESSENTIAL JOB FUNCTIONS:

• Provide full administrative support for the Property Management team including phone and email support, work order administration, reports, filing and distribution of correspondence.

• Schedule and coordinate meetings/special events as requested.

• Assist in lease administration activities including lease folder set up, lease abstracting, generate reports, etc.

• Prepare service contracts.  

• Create and maintain vendor files.

• Create and maintain lease and property files.

• Track and file all service and construction contracts.

• Maintain follow-up system for expiration.

• Track and file vendor and tenant insurance certificates.

• Maintain insurance tracking system database Coding and processing of vendor invoices and accounts payable.

• Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required.

• Assist in preparation of reports and annual property budgets Assist in preparation of service agreements.

• Track the expiration of contracts, certificates of insurance, tenant contacts and other critical information.

• Promote and foster positive relationships with management team, tenants and owners.

• Maintain purchase order/expense tracking system.

• Perform site visits with Property Management.

• Process service contracts, leases, amendments, exhibits, side letters and general correspondence.

• Set up and maintain electronic tenant, prospect, vendor and general correspondences files.

• Prepare forms including property, team member and any other forms required.

• Assist in preparing presentation materials for managers in preparation for tenant/client presentations.

• Assist with preparation of meetings.

• Greet tenants, prospective tenants, vendors, and guests.

• Answer questions and/or understanding how to get questions answered.

• Take messages for Property Management team.

• Screen calls and provide information when appropriate.

• Direct callers to the appropriate parties.

• Invoice tenant rebills (meter readings, HVAC, etc.).

• Provide administrative support for capital and tenant improvement projects.

• Additional duties or projects as assigned by Property Manager.

POSITION REQUIREMENTS:

• Bachelor's degree from accredited 4-year university.

• 0-3 years of recent administrative property management experience (continuous in one operation), comparable with the property under consideration in terms of office/industrial/retail, ownership, tenant lease arrangements, square footage, etc.

• Must be proficient in MS Word, Excel and Outlook proficiencies Angus and accounting software such as MRI, Yardi or CTI proficiency preferred.

• Ability to keep information strictly confidential Strong desire to succeed in an entrepreneurial environment.

• Must be able to handle multiple projects, changing priorities and a continually heavy workload.

• Exceptional oral and written communication skills Strong customer service orientation.

WORK SHIFT

LOCATION

We Are Transwestern!

Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member. We embrace diversity, equity and inclusion — not only as the right thing to do, but as a reflection of who we are. It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone. Transwestern offers an exciting work environment, competitive salary and excellent benefits, which include medical, dental and vision coverage, as well as a 401(K) plan. Transwestern is an Equal Opportunity Employer.

Third Party Agencies/Vendors!

Transwestern recognizes the valued service provided by its recruitment agencies and as such have a Preferred Supplier List, which whom terms of business have been agreed. Only suppliers who have signed these terms can engage with Transwestern and its Family of Companies. If you are interested in becoming a Preferred Supplier vendor, we invite you to email us only at recruittw@transwestern.com. Please provide relevant information about your agency, and our dedicated team will carefully review and approve your submission. We will reach out if we find that there is a potential match and interest in adding your agency to our preapproved recruiting vendors list. Agreements obtained outside of this formal process will not be recognized and will be deemed invalid. We appreciate your understanding and cooperation in adhering to this established procedure. Thank you in advance.