Portfolio Administrator

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 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.

ESSENTIAL FUNCTIONS

Leasing:

• Coordinate approval of and track process of leases, contracts, notices and other time sensitive documents
• Distribute lease documents to Owner, Administrative Assistant and Tenant
• Coordinate signage, keys and distribution of property information sheet to tenant
• Receive, code and track all invoicing related to lease commissions
• Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition
• As directed by Manager(s), assist Administrative Assistant in maintaining lease and property files

Financial and Reporting:

• Code invoices/payables in a timely manner each week
• Research problems with invoices
• Assist 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 input
• Assist Property Manager(s) in preparation of month Owner statements, assembles, copies and distributes financial reports

Operations:

• As 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 signature
• As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
• Distribute monthly accounting calendar and updates as needed throughout the month
• Maintain Portfolio emergency contact information book, to include tenant and vendor information, ensuring accurate and up to date information
• Administer Purchase Orders and Work Orders in Corrigo CMMS
• Track Tenant and Vendor insurance for compliance and expiration

Tenant and Owner Relations:

• Maintain courteous, service-oriented rapport with tenants and owners
• Promote and foster confident, comfortable relationships with tenants and owners
• As 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 tenant
• Compose all welcome, termination and final inspection correspondence
• Respond to tenant issues and assist Property Manager in resolving tenant concerns
• Follow-up with Tenant’s on service requests and manage Tenant work-orders in Corrigo CMMS

Tenant Improvement Construction:

• Prepare proposal requests, distribute to general contractors and coordinate collection of bids
• Prepare comparison spreadsheet from collected bids and assist Property Manager in selection of general contractor for project
• Prepare Kidder Mathews contracts for project; track contract signing and distribution
• Coordinate communications with Tenant, Building Engineer and General Contractor during tenant improvement process
• As directed by Manager(s), attend walk-throughs, with contractor and tenant during construction process
• Attend construction meeting; take meeting minutes and distribute
• Receive, track and code all invoices related to tenant improvements, building improvements and capital expenditures
• Maintain construction file

Administrative:

• Provide administrative support for Manager(s), including phone support, preparation of correspondence, reports, memos and proposals, filing and distribution of correspondence
• Complete weekly filing
• Compose letters as requested by Manager(s)
• Prepare Tenant Handbooks and Emergency Manual for distribution
• Assist in arranging sign and building directory changes
• May order office supplies
• May coordinate maintenance of copiers/printer/fax machine

OTHER FUNCTIONS

• Perform other duties or projects as requested or required

ESSENTIAL 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 ABILITY

• Good communication and organizational skills
• 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 understanding of the budgeting process
• Demonstrated understanding of lease documents and contracts
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to draft quality, well written letters, reports and memos

EDUCATION/EDUCATION

• High School Degree or equivalent

REQUIRED KNOWLEDGE

• PC literate (Internet, Word, Outlook, Microsoft Office Suite, Adobe Pro)
• Strong Excel skills

EXPERIENCE REQUIRED

• 3 years administrative experience required; commercial property management experience desired

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. 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 RESPONSIBILITIES

• There 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.