The RMR Group Property Administrator in Newton, Massachusetts
The Property Administrator (PA) reports to the Director and provides support to the Industrial Asset Services team providing support as needed to all team members. It is the responsibility of the PA not only to exhibit exceptional client service when communicating with tenants, prospective tenants, vendors and team members, but also to focus on productivity and results. The PA is expected to assist the SPM and PM in the implementation and administration of policies, procedures and programs on a day-to-day basis that will assure that all projects are well managed and executed. Team members are expected to assist with additional assignments that may be requested by direct supervisors and to take initiative in lending assistance to other members of the team. This role is pivotal to the success of our operations.
Assist Senior Property Manager, Property Manager, and Engineering in all facets of building operations including life safety issues, incident reports, and insurance claims.
Assist with vendor competitive bidding. Prepare RFPs, collect proposals and create bid comparison worksheets as directed by PM.
Prepare vendor service contracts, construction contracts and service orders as directed.
Prepare Service Orders and Purchase Orders as directed
Initiate DocuSign process for SO/PO/Contracts and Tenant Letters
Support the tenant retention program.
Review Tenant and Vendor COI’s monthly for compliance and work with TC to maintain log
Prepare new tenant package including all forms, building information, etc.
Set up new and maintain existing tenant lease files.
Maintain current certificate of insurance log for all tenants and vendors. Track expiration dates and make sure that new certificates of insurance are issued on time.
Build Enginers Oversight
Process tenant requests via phone, email or Building Engines. Follow up on work orders for maintenance staff. Print weekly "Open Work Order" Report from BE.
Update tenant contact information in Building Engines
Monitor/Work Order Dashboard Building Engines
Make all requested changes to Building Engines, Inspections, staffing changes for both RMR Engineers and Third Party provider.
Monitor all open Work Orders
Monitor / Support Work Order Mailbox
Pull Building Engine reports and send to managers weekly
Review Answering Service / tenant WO request, assign all work orders as necessary
Monitor Canceled Work Orders by engineering team and send reports to Engineering Directors
Monitor Building Engine Fire Impairment WO’s and send reports to Engineering Directors
Maintain WO Metrics as created
Review work order reports weekly.
Ensure all Life Safety Docs Uploads are up to date.
Create and maintain all Life Safety documents / reports on SharePoint site
Send reports of Life/Safety inspections not completed / with open deficiencies
Ensure and place all Roof Leaks that are reported are in Building Engines
Monitor all Roof Leak Work Orders are closed out after work is completed.
Send monthly reports of all open Roof leaks
Work with team on building Engine Enhancements / improvements
Assist with Roof Warranty Transfers and updating Roof Warranty Master List
Accounts Payable / Accounts Receievable
Approve invoices for assigned properties in PayScan.
Oversee tenant billing process to ensure additional revenue is collected when appropriate.
Track monthly utility meter readings for back-charged utilities to specific tenants, bill accordingly.
Prepare miscellaneous billings to tenants as needed.
Communicate with vendors as necessary regarding invoices
Assist with preparation/coding of Expense Reports for Directors/VP
Assist team with special projects as needed
Bachelor’s degree - minimum 3.0 GPA required. Preferred course of study Business Administration, Real Estate or Accounting.
One to two years’ experience in the real estate industry.
Ability to work in a fast-paced, collaborative and results driven environment.
Exceptional verbal, written and organizational skills.
Excellent attendance is a requirement of the position.
Excellent client service orientation.
An assessment will be administered for computer and communication skills.
Must have intermediate to advanced MS Word and Excel proficiencies.
Experience with financial issues and programs a plus. Experience with Yardi, Building Engines, Argus are preferred.
Ability to keep information strictly confidential.
Positive attitude and highest level of professionalism.
Ability to communicate effectively and professionally, both oral and written, with owners, tenants and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
Organizational/Multi-Task Skills – Able to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate.
Decision Making Skill – Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
If, at any time, security clearance is required for your job (e.g. you are assigned to work at a property leased by the Federal government), being awarded such clearance will be a condition of your employment.
The RMR Group (Nasdaq: RMR) is a leading U.S. alternative asset management company, unique for its focus on commercial real estate (CRE) and related businesses. RMR’s vertical integration is supported by nearly 600 real estate professionals in over 30 offices nationwide who manage over $37 billion in assets under management and leverage 35 years of institutional experience in buying, selling, financing and operating CRE. RMR benefits from a scalable platform, a deep and experienced management team and a diversity of direct real estate strategies across its clients.
RMR’s mission is to create long term value for our clients by managing their investments and assets “like we own it” – an approach that consistently and repeatedly generates opportunities for all our employees, investors and stakeholders. We are guided by six core values:
Integrity at Our Core.
Perform Passionately and Effectively.
Like We Own It.
Power of We.
RMR has been rated a Top Place to Work by The Boston Globe and GlobeSt.com, and has been recognized by the U.S. Environmental Protection Agency (EPA), the Building Owners and Managers Association (BOMA) International and the Institute of Real Estate Management (IREM), among others (listed here), as a CRE industry leader.
Visit our website to learn more about what makes The RMR Group a rewarding place to build a career.
Follow RMR on LinkedIn, on Instagram @thermrgroup and on Twitter @TheRMRGroup.
The RMR Group is an equal opportunity employer. Qualified applications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. For our EEO Policy Statement, please click here. If you’d like more information on your EEO rights under the law, please click here.
Street: 255 Washington Street