Reporting to the Property or Area Manager, the Property Administrator is the first point of contact for the local property management team and is responsible for supporting the effective and efficient management of a portfolio of University owned market rate apartments. The position plays a critical role in ensuring that the properties are operated in a manner consistent with the physical, financial and service standards of Harvard Housing, Campus Services and Harvard University.
Job-Specific Responsibilities:
- Office administration and reception (answer phones, greet visitors, respond to email, maintain office files and inventory)
- Receive, process, prioritize and dispatch maintenance/service requests and corrective/preventative work orders through a web-based work order system, email, phone calls, or in-person
- Schedule repairs and maintenance with vendors and follow up with vendors and residents as necessary
- Communicate to residents, colleagues and vendors through a variety of channels
- Invoice and P-Card preparation and processing through computerized procurement system
- Credit card processing and settlement
- Serve as contact person for leasing department regarding leasing issues, termination/extension process and assists with get-ready board
- Office administration
- Budget/financial review support
- Key inventory and programming of various electronic access management systems
- Area inventory/stock/supply management
- Attend position/industry related training as required
- Manage reservations of common areas where applicable
- Participate in on-going revision & implementation of operating policies and procedures
- Monitor 24 hour on-call services for the portfolio, responding in a support function as needed
- Consistently strive for positive resident and community relations.
- Liaise as needed with University colleagues both inside and outside of HUH.
- Participate as needed with any operations related communication with residents within the portfolio
- Stays up to date in new processes and innovation relevant to the multifamily housing industry
- Other duties as assigned
Administrative Support
- Provides general administrative support to Property and Area Manager; also supports cross-unit scheduling for HUH managers.
- Lead contributor to the a/p process for all operational invoices for their area
- Reviews purchasing card transactions and coordinates with teams to ensure departmental compliance with University policies and best practices
- Provides administrative training to hires; engages other administrative support staff as needed to accomplish work; acts as resource and provides backup support for other administrative staff within HUH as needed and facilitating awareness of University policy; Represents department in Campus Service-wide administrative initiatives.
Systems Support
- Administers the Yardi system: adds new staff/tenants to platform, submit Work Orders for HUH and/or on behalf of tenants.
- Document management support, including archives.
- Assists with internal systems as backup to Property Administrators: CCure, Yardi, Premisys, etc.
- Serves as departmental coordinator a resource for key business systems: B2P, Concur, etc.
- Organizes and implements administrative systems and procedures, performing necessary support duties as needed. Responsible for maintaining up to date and accessible documentation of processes for which this position has primary accountability.
Other Support
- Completes special projects as assigned.
- Performs related duties as required.