The JBG SMITH Corporate Office

Real Estate Administrator at 1101 17th Street

ID
2018-2990
Location
US-DC-Washington
Type
Full-time

Overview

The Real Estate Administrator is responsible for providing prompt, courteous assistance and a very high level of customer service to the Tenants of assigned properties and providing administrative support to the Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or Portfolio Real Estate Manager and Engineering Team as requested.  The Real Estate Administrator is responsible for complying with the operational policies and procedures established by JBG SMITH. 

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. Be point of contact for all tenants, visitors and contractors to the building.
  • Managing the electronic work ticket system to include entering and closing tickets, posting announcements and preparing reports and graphs as requested.
  • Responsible for accurately processing invoices in Bizflow, the online payment software, for the Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or Portfolio Real Estate Manager's review and approval.
  • Completing all miscellaneous tenant billing for GSA and private tenants including preparing invoices to Tenants for Real Estate Manager’s approval, distributing invoices to Lease Accountant to be assessed, and processing credit card payments. Review utility readings provided by engineering staff, and prepare tenant invoices (MTC) monthly and/or quarterly.
  • Coordinating Tenant move-ins and move-outs, monitoring scheduled use of the freight elevator and loading docks via electronic work ticket system, coordinating Kastle Systems and cleaning contractors, ordering suite signs and lobby directory signage, arranging or canceling parking privileges, and otherwise promptly assisting Tenants as needed. Work well with Leasing team on coordinating showing of various suites.
  • 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 Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or Portfolio Real Estate Manage
  • Preparing incident and theft reports in absence of the Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or Portfolio Real Estate Manager or as requested.
  • Assist the Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or Portfolio Real Estate Manager in researching and assembling information and data for various reports. After the onsite manager has approved, send the report for final approval.
  • Assist in receivables collections. Work closely with Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or Portfolio Real Estate Manager and Lease Administrator in collecting GSA and other receivables by placing telephone calls, documenting A/R log notes in IBS / Yardi system, drafting letters, and calculating late fees and interest.
  • Administrative duties including typing, spell checking and proofreading all correspondence and reports, filing, maintaining up-to-date Tenant Contact Lists and Tenant lease files, purchasing and maintaining office supplies and equipment. Performing other administrative duties as assigned.
  • Perform back-up duties to the Assistant Real Estate Manager, Real Estate Manager, Senior Real Estate Manager or 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 conducting and documenting property inspections using the electronic work ticket system as requested.
  • Completing special projects as assigned with the flexibility to also cover additional properties as needed.
  • Be familiar with company emergency policies and procedures including REIT compliance and using good judgment in emergency situations.
  • 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: 

  • Advanced computer skills: Microsoft Word, Microsoft Outlook, Microsoft Excel necessary.
  • Intermediate capabilities with other Windows programs and the operation of a PC in general. Ability to learn and effectively use internal software packages such as Yardi, Kardin, IBS and Bizflow.
  • Clerical skills: type 40-50 wpm, meticulous record keeping, and organized file maintenance.
  • Strong analytical skills, including the ability to accurately collect, interpret, organize and evaluate detailed data. 

Other Skills/Requirements: 

  • Friendly, helpful team player with a positive, customer-service attitude.
  • Strong problem-solving skills coupled with the ability to work independently and effectively manage concurrent tasks and prioritize accordingly.
  • Excellent interpersonal and communication skills (both verbal and written).
  • Strong organizational skills and ability to partner with Real Estate Manager and Portfolio Real Estate Manager to increase efficiency and organization.
  • Flexible, versatile, and able to adapt to rapidly changing priorities.
  • Quick learner, independent worker/thinker.
  • Great attention to detail; follow-through.
  • Bright, capable, logical, intelligent.
  • Exercise good judgment and takes initiative to properly address and resolve issues.
  • Ability to prepare draft correspondence from verbal guidance and/or notes and proofread to detect and correct grammatical and spelling errors.
  • Pleasant and professional image and phone manner.

Other Important Attributes:

  • Composed demeanor, professional appearance, positive attitude and customer-oriented approach are priorities for this position.
  • Ability to keep processes moving forward and take initiative as appropriate.
  • Must be confident and capable when communicating with customers inside and outside the company.
  • Ability to work independently with little supervision, effectively prioritizes tasks, and manages time well.
  • Must be self-motivated, reliable, dependable with excellent attendance, flexible and versatile.
  • The ability to work well under pressure.
  • The type and number of properties assigned may change so the applicant must be flexible.

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.

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