Company Overview:

SteelWave is a leading vertically integrated real estate investment manager, owner and operator, with a comprehensive portfolio of commercial assets in the western United States.  As investors and operators with a long-standing presence in our core markets—Northern California, Southern California, Denver, and Seattle —SteelWave has been providing high-quality properties to tenants and brokers, and solid returns to investors, for over four decades.  Since 1973, SteelWave has acquired and developed 379 real estate assets at a cost of $9B. We currently have 11.3 million SF of assets under management valued in excess of $2.4B.

Position:

The Property Administrator (PA) will report directly to the Senior Property Managers for Property Management in the Silicon Valley/Bay Area.  The primary responsibilities for the position will be to provide administrative support to the property management teams for Sunnyvale Business Park and Central Station, consisting of approximately 748,599 SF of commercial office buildings located in Sunnyvale, California.   The property is currently occupied by four (4) tenants who will require the utmost attention to maintaining the highest possible level of customer service to sustain and increase occupancy.  This is an excellent opportunity for a candidate with previous assistant property management and/or administrative experience.

Work is performed in an office setting with exposure to CRTs and UV rays. Working extended hours may be required as needed.  While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually quiet.

Classification:

This is a non-exempt position.

Responsibilities:

 

Primary Responsibilities:

• Monitor and track Certificates of Insurance for all tenants and vendors.
• Maintain all tenant, vendor, and property files.
• Prepare and maintain property and company-wide logs, i.e, service agreements, vendor/tenant contacts, preventive maintenance, maintenance calendar, etc.
• Prepare vendor service agreements for recurring services, one-time repairs, special projects as well as change orders and/or contract addendums.
• Attend weekly team meetings.
• Maintain the on-site management office including meeting rooms, kitchen, and reception lobby.
• Maintain and order office and kitchen supplies.
• Perform standard office/clerical tasks as needed (open/stamp date mail, copying, scanning, filing, creating documents, etc.).
• Update Energy Star profile for all properties annually including compiling copies of utility bills for benchmarking, monthly inputting in the energy star portal, etc.
• Maintain keys/badges and card reader system logs.
• Prepare daily security pass down and review Daily Activity Reports (DAR) from security provider.
• Prepare and update the Tenant and Emergency Preparedness Handbook.
• Perform other administrative tasks and special projects as assigned.

Accounts Payable:

• Review incoming invoices for validity and scan to Avid/Yardi (as applicable).
• Code payables to appropriate property and G/L account daily.
• Process and code utility invoices in a timely manner (within 24 hours of receipt of invoices).
• Ensure that billing discrepancies are resolved in a timely manner.
• Maintain an A/P log and track the annual budget.
• Research vendor/payables history when needed, including proactively reaching out to vendors for missing or incorrect billing.
• Create and send monthly billing for tenant billbacks, sundry charges, HVAC/utility billback, etc.

Requirements & Qualifications:

Bachelor’s degree and 2+ years of relevant work experience in commercial real estate preferred.  Must be fluent in Word and Excel.  Familiarity in accounting software programs helpful (Yardi platform currently used).  Real Estate license a plus.  The candidate must have excellent oral and written communication skills, and superior skills in tenant relations & customer service.  Other essential capabilities include commitment to meet deadlines, integrity, work ethic & leadership qualities.

Competencies Require:

• Good organization skills.
  
• Ability to prioritize multiple tasks.
  
• Strong time management skills.
  
• Good customer service skills.
• Strong written and oral communication skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand and walk. The employee is occasionally required to lift up to 10 pounds. The vision requirements include close vision and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office setting with exposure to CRTs and UV rays. Working extended hours may be required as needed.  While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually quiet.      

Note to Recruiters and placement agencies, please don’t contact this job poster. Eligible candidates please apply to this job posting directly.