Real Estate Administrator - Support a Lab & Life Science Property Management Team

San Francisco, CA
Full Time
Entry Level
Healthpeak Properties is a fully integrated real estate investment trust (REIT) and an S&P 500 company. We specialize in owning, operating, and developing high-quality real estate focused on healthcare discovery and delivery. Our impressive portfolio includes nearly 50 million square feet of medical outpatient buildings, lab and life science facilities and Senior Assisted Living centers. 

POSITION RESPONSIBILITIES
The Real Estate Administrator is responsible to assist in directing and coordinating activities of on-site and offsite Life Science/Lab/office. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:
  • Answer management phones and assist with tenant needs
  • Respond to inquiries by providing routine information and/or taking and delivering messages
  • Prepare and distribute correspondence
  • Process incoming and outgoing mail
  • Assist with meeting, event and other scheduling and coordination
  • Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events
  • Assist with publication and distribution of tenant newsletter, maintenance of property website
  • Maintain inventory of office supplies and property staff directory
  • Maintain accurate and up to date tenant, team and vendor contact lists
  • Maintain compliant certificates of insurance for tenants and vendors
  • Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs
  • Coordinate tenant survey process, including annual action plan implementation
  • Assist team with vendor coordination as requested or assigned
  • Assist with preparing and administering service agreements
  • Establish and maintain good record keeping and filing systems for tenant, vendor and property files
  • Responsible for accounts payable, accounts receivable and reporting at the property level
  • Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding
  • Track invoices to ensure vendors are submitting timely
  •  Prepare and distribute Tenant billings
  • Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested
  • Assist with budget preparation as requested

POSITION REQUIREMENTS
  • High school diploma required, associate or bachelor’s degree preferred
  • Minimum of 2 years previous commercial property management experience
  • Experience with MRI and Yardi software
  • Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases
  • Possess professional demeanor and excellent interpersonal and customer service skills
  • Have access to reliable transportation
  • Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
  • Excellent communication skills, both verbal and written
  • Ability to work independently
  • Able to prioritize tasks and projects and thrive in a fast-paced environment
  • On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week
  • Competitive benefit package and pay rate commensurate with experience: $36.06 - $40.87/hour
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