The JBG SMITH Corporate Office

Real Estate Administrator at 1919 M Street

ID
2017-2788
US-DC-Washington
Type
Full-time

Overview

The Real Estate Administrator is responsible for providing administrative support to the Portfolio Real Estate Manager, and is also responsible for providing prompt and courteous assistance and customer service to the Tenants of two commercial office buildings totaling approximately 550,000 sf of commercial office space with a tenant mix of primarily law firms, associations and some retail.

Responsibilities

  • Responsible for answering all telephone calls, assisting or resolving problems with the caller and delivering written messages to the appropriate person(s) in a timely fashion.
  • Manage VornadoConnect automated work ticket system to include entering, monitoring and closing tickets, posting announcements, preparing reports and graphs as requested. Assist in conducting and documenting property inspections using the VornadoConnect system.
  • Administrative duties including typing, spell checking and proofreading all correspondence and reports, filing, maintaining up-to-date Tenant Contact Lists and Tenant lease files, purchase and maintain office supplies and equipment. Performs other administrative duties as assigned.
  • Responsible for accurately processing invoices in Bizflow, the online payment software, for the Portfolio Real Estate Manager's review and approval. Process purchasing paperwork, including input of invoices into BizFlow, researching, coding, tracking, processing all types including purchase orders, contracts and first addendum, special check requests. Coding, review and input of invoices prior to payment at the direction of the Portfolio Real Estate Manager.
  • Completing all miscellaneous tenant billing including preparing invoices to Tenants for Portfolio Real Estate Manager’s approval, distributing invoices to Lease Accountant to be assessed, and processing credit card payments.
  • Assist in receivables collections. Work closely with Portfolio Real Estate Manager and Lease Administrator in collecting GSA and other receivables by placing telephone calls, documenting A/R notes in JDB, drafting letters, and calculating late fees and interest.
  • Perform back-up duties to Portfolio Real Estate Manager when that individual is not in the office. This includes becoming familiar with company emergency policies and procedures and using good judgment in emergency situations.
  • Assist in preparing monthly owner reports for the Portfolio Real Estate Manager’s approval. Assist the Portfolio Real Estate Manager in researching and assembling information and data for various reports. After the Portfolio Real Estate Manager has approved, send the report to the General Manager for final approval.
  • Prepare Invoices to Tenants for Portfolio Real Estate Manager’s approval; distribute invoices to Lease Administration to be assessed, process credit card payments.
  • Assist with Tenant move-in and move-out, monitor scheduled use of freight elevator and loading dock via VornadoConnect, coordinate Kastle Systems and cleaning contractors, order suite signs and lobby directory signage, arrange or cancel parking privileges, and otherwise assist Tenants as needed.
  • Prepare incident and theft reports in absence of or as requested by the Portfolio Real Estate Manager.
  • Complete special projects as assigned.
  • Excellent attendance and punctuality are essential functions of this position.

Qualifications

Education/Experience: 

  • High School diploma or equivalent required 
  • Bachelor’s degree preferred. 
  • Two (2) or more years of office experience, preferably in the property management, retail, or customer service industry. 

Technical Experience: 

  • Strong computer skills: Microsoft Word, Microsoft Outlook, Microsoft Excel necessary.
  • Clerical skills: type 40 wpm, filing and record keeping.
  • Analytical skills: collect, interpret, organize and evaluate detailed data. 

Other Skills/Requirements:

  • Excellent interpersonal and communication skills (both verbal and written).
  • Pleasant and professional image.

Other Important Attributes: 

  • Ability to work independently with little supervision, prioritize tasks, and manage time well.
  • Composed demeanor, professional appearance, positive attitude and customer-oriented approach are priorities for this position.
  • Exercises good judgment and uses discretion.
  • Ability to keep processes moving forward and take initiative as appropriate.
  • Must be self-motivated, reliable, dependable with excellent attendance, flexible and versatile.
  • Must be confident and capable when communicating with customers inside and outside the company.
  • The ability to work well under pressure.

Physical Requirements:

 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to the extent the Company may do so without undue hardship.

 

While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear.  The employee is regularly required to walk and occasionally required to stand, stoop, kneel, crouch, or crawl, and lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision.

 

Work Environment:

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to the extent the Company may do so without undue hardship. 

 

The noise level in the work environment is usually moderate.

 

JBG SMITH is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without discrimination on the basis of race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, genetic information or any other protected class, in accordance with applicable law.

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