Portfolio Administrator

Kidder Mathews has been a leader in the commercial real estate industry for nearly 60 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, 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 54 million square feet of space, and conducts 2,700 appraisal, consulting, and cost segregation assignments annually.Job SummaryThe Portfolio Administrator assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Administrator may perform the duties of the Administrative Assistant.LeasingEssential FunctionsCoordinate approval of and track process of leases, contracts, notices and other time sensitive documentsDistribute lease documents to Owner, Administrative Assistant and TenantCoordinate signage, keys and distribution of property information sheet to tenantReceive, code and track all invoicing related to lease commissionsPartner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” conditionAs directed by Manager(s), assist Administrative Assistant in maintaining lease and property filesFinancial And ReportingCode invoices/payables in a timely manner each weekResearch problems with invoicesAssist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)Contact utility companies, vendors and contractors to obtain upcoming rate increases; compile data for Manager(s) and Accountant for final budget inputAssist Property Manager(s) in preparation of month Owner statements, assembles, copies and distributes financial reportsOperationsAs assigned by Manager(s), respond to and resolves tenant concerns Follow through on any needed repairs or maintenance as directed by Manager(s)Assist Administrative Assistant in preparing vendor contracts for Manager(s) review and signatureAs assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issuesDistribute monthly accounting calendar and updates as needed throughout the monthMaintain Portfolio emergency contact information book, to include tenant and vendor information, ensuring accurate and up to date informationAdminister Purchase Orders and Work Orders in Corrigo CMMSTrack Tenant and Vendor insurance for compliance and expirationTenant And Owner RelationsMaintain courteous, service-oriented rapport with tenants and ownersPromote and foster confident, comfortable relationships with tenants and ownersAs directed by Manager(s), oversee tenant move-in and move-out process As directed by Manager(s), conduct move-in and move-out walk-throughs with tenantCompose all welcome, termination and final inspection correspondenceRespond to tenant issues and assist Property Manager in resolving tenant concernsFollow-up with Tenant’s on service requests and manage Tenant work-orders in Corrigo CMMSTenant Improvement ConstructionPrepare proposal requests, distribute to general contractors and coordinate collection of bidsPrepare comparison spreadsheet from collected bids and assist Property Manager in selection of general contractor for projectPrepare Kidder Mathews contracts for project; track contract signing and distributionCoordinate communications with Tenant, Building Engineer and General Contractor during tenant improvement processAs directed by Manager(s), attend walk-throughs, with contractor and tenant during construction processAttend construction meeting; take meeting minutes and distributeReceive, track and code all invoices related to tenant improvements, building improvements and capital expendituresMaintain construction fileAdministrativeProvide administrative support for Manager(s), including phone support, preparation of correspondence, reports, memos and proposals, filing and distribution of correspondenceComplete weekly filingCompose letters as requested by Manager(s)Prepare Tenant Handbooks and Emergency Manual for distributionAssist in arranging sign and building directory changesMay order office supplies May coordinate maintenance of copiers/printer/fax machineOther FunctionsPerform other duties or projects as requested or requiredEssential Qualifications To 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 AbilityGood communication and organizational skills Ability to build relationships with clients, vendors and internal partnersProfessional communication etiquette with good oral and written communication skillsDemonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environmentAbility to speak, write and understand EnglishExceptional attention to detailStrong customer service skills with the ability to interface with prospective tenants, owners, employees and managementDemonstrated initiative and trouble shooting skillsDemonstrated understanding of the budgeting processDemonstrated understanding of lease documents and contractsDemonstrated ability to recognize high quality maintenance workDemonstrated ability to draft quality, well written letters, reports and memosEducation/EducationHigh School Degree or equivalentRequired KnowledgePC literate (Internet, Word, Outlook, Microsoft Office Suite, Adobe Pro)Strong Excel skills EXPERIENCe REQUIRED3+ years administrative experience required; commercial property management experience desired Work EnvironmentThis is a standard office environment with standard office noise like talking, office equipment, etc. Physical DemandsWhile performing the duties of this job, the employee is regularly required to talk and hear. This position is often active and may require standing, walking, bending, kneeling, stooping and crouching. The employee must sometimes lift and/or move items up to 10 pounds. 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, distance vision, peripheral vision, depth vision, color vision and the ability to adjust focus. Supervisory ResponsibilitiesThere are no supervisory responsibilities.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 recruiting@kiddermathews.com 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 https://kidder.com/careers/.Qualified 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.