Property Administrator, River North

Requirements: Strong administrative and customer service background or skills. Able to multi-task

 

in a busy professional office environment. MS Office proficient.

 

Position Summary: The Property Administrator responsibilities include assisting the Property

 

Manager in the implementation of their job duties as assigned or as made necessary in the

 

Manager's absence. The Property Administrator is the primary initial contact for Owner and resident

 

inquiries. The Property Administrator is also expected to fulfill his/her responsibilities in accordance with

 

condominium management objectives of FirstService Residential.

 

Essential Responsibilities

 

• The Property Administrator is primarily responsible for assisting the Property Manager in the

 

administration of the on-site office. The Property Administrator is accountable to and reports directly to the

 

Property Manager. The Property Administrator shall not be subject to direction or assignments from Board

 

members or committee members except to the extent that such routine or special assignments are made

 

with the knowledge and consent of the Property Manager.

 

• Review and respond to the daily Door Staff reports in BuildingLink.
• The Property Administrator, with the direction of the Property Manager, is responsible for maintaining

 

and updating, operations procedure manuals for the building, which shall contain policies and

 

procedures relating to the various aspects of the association’s day-to-day administration. This shall

 

include, for example, guidelines for each group of staff employees, contractors, emergency guidelines,

 

preventative maintenance programs, fire safety guidelines, annual meeting and election procedures, etc.

 

• Take charge of and coordinate special projects as assigned from time to time by the Property Manager.
• Scheduling and coordinating moves and deliveries for the Association and residents’ vendors and

 

contractors.

 

• Maintain and update Association website and FSR website.
• Order supplies for management office, front desk and common areas.
• Write and post memos including e-mail memos to residents/owners. Design necessary forms.
• Design and post various signs/notifications both paper and electronic.
• Maintain the emergency handbook with multiple copies for the Front Desk and Maintenance Staff.
• Maintain security cameras, BuildingLink, KeyLink and electronic key fob/garage remote systems.
• Maintain the fitness center equipment repairs.
• Manage the bike room and bike registration. Perform an annual audit of bikes.

 

Ensure that pets are properly registered, and pet rules followed. Conduct annual pet audit.

 

• Assist the Property Manager with planning and scheduling staff meetings.
• Conduct quarterly audits of the electric car charging stations in the parking garage.
• Collect and prepare construction packages for the Property Manager's review.
• Maintain records of units affected by water or other items that have caused damage to

 

units/common areas.

 

• With the Chief Engineer's assistance, plan and schedule the quarterly in-unit filter change.
• Draft and send Owner/Resident letters at direction of Property Manager.
• Responsible for maintaining Association and Owner/vendor certificates of insurance.
• Update and ensure that all Residential contact information is accurate in communication systems.
• Responsible for coordinating sales and lease documents.
• Assists the Property Manager with the full range of the day-to-day administration of the

 

condominium property, including but not limited to, project management, budget preparation and

 

execution, building operations, facility maintenance and repair.

 

• Provide Property Manager a weekly update detailing moves, sale/leases, rule infractions, complaints,

 

outstanding requests, and staff schedule for upcoming week.

 

• Scan files for electronic storage as needed.
• Open, date stamp and sort mail.
• File as needed.

 

This job description is not intended to be all-inclusive and employees will also perform other

 

reasonable business-related duties as assigned by immediate supervisor and other management as

 

required.