Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.
Job Summary
The Senior Portfolio Administrator partners with the General Manager(s) in the day-to-day management of all aspects of operations for the assigned on-site portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Senior Portfolio Administrator may perform some administrative duties.
Essential Functions
Leasing:
- Ensures and manages all vacant spaces are in "market ready" condition
- Manage building floor plans, vacant space log, and stack plans
- Approves and tracks process of leases, contracts, notices, and other time sensitive documents
- Distribute lease documents to Owner, General Manager, Administrative Assistants, and Tenant
- Manage signage, keys, and distribution of property information sheet to Tenant
- Receive, code, and track all invoicing related to lease commissions
- Manage all lease and property files
Financial and Reporting:
- Code invoices/payables in a timely manner each week
- Research problems with invoices, including resolving past due balances
- Create Account Action Request forms for General Manager's signature
- Partner with General Manager with annual budgeting process, to include re-bid of service contracts
- Partner with General Manager in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
- Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
- Prepare new vendor set up forms
- Request appropriate insurance information from new vendors ensuring all required information is received
- Collect delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
- Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input
Operations:
- Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
- Maintain and update "Desk Notes"
- Prepare maintenance and service contracts
- Dispatch vendors/contractors
- Respond to and resolve tenant concerns
- Communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
- Follow through on any needed repairs or maintenance
- Request and review bids from contracted service providers; make recommendations to Manager(s)
- As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
- Track tenant and vendor insurance compliance
Tenant and Owner Relations:
- Maintain courteous, service-oriented rapport with tenants
- Promote and foster confident, comfortable relationships with owners
- Make collection calls to delinquent tenants
Ownership Assistance
- Prepare checks for 870 Market Street Associates II expenses (ie. medical, dental, parking, Constant Contact, news and other subscriptions, community contributions, taxes and some construction expenses for the retail spaces)
- Manage accounting for Owner office by entering above expenses into Quickbooks
- Manage bank account balances and transfers funds as necessary between investment and checking accounts
- Assists with partner monthly distributions (when Board votes to reinstate)
- Manage meeting room and buys coffee and takes notes for quarterly Board meetings
- Buys office supplies for Suite 1100
Other Functions
- Perform other duties or projects as requested
Essential QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills and Ability
- Good communication and organizational skills.
- Professional ability to build relationships with clients, vendors and internal partners
- Professional communication etiquette with good oral and written communication skills
- Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
- Ability to speak, write and understand English
- Exceptional attention to detail
- Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
- Demonstrated initiative and trouble shooting skills
- Demonstrated ability to recognize high quality maintenance work
- Demonstrated ability to draft quality, well written emails, reports and letters
Education/Education
- High School Degree or Equivalent
Required Knowledge
- PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills
EXPERIENCe REQUIRED
- 15+ years commercial property management / building operations experience
Work Environment
- This is a standard office environment with standard office noise like talking, office equipment, etc.
Physical Demands
- While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and/or move items up to 10 pounds.
Supervisory Responsibilities
- There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants.
Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.