Job Description

The DESCO Group is seeking a proactive and detail-oriented Portfolio Administrator to join our Property Management & Leasing team. As a liaison between property management and leasing, the Portfolio Administrator will support to property managers and leasing brokers to facilitate timely and accurate handling of transactions from inception with leasing through to the transition and ongoing handling in property management.

Key Responsibilities:

Property Management

• Coordinate with Property Managers in obtaining proposals for Fall / Spring Maintenance, including power washing, hydro flushing, gutter and roof cleaning
• Assist with creating MSAs, Addendums and one-off contracts for services
• Assist as-needed with diligence required with onboarding and offboarding of properties
• Collect and update COIs from tenants, review for compliance and update database
• Collect and maintain data on properties including HVACs, grease traps, hydroflushing, etc.
• Back up to Property Administrator on vendor invoice coding and utility invoices
• Partner with Property Managers on implementation and tenant adoption of technology solutions that streamline payment and communication

Leasing Team

• Provide support to leasing brokers during the deal cycle to facilitate new leases, renewals, outlot sales, amendments, on assigned portfolio including diligent follow up
• Prepare, edit and distribute emails, correspondence, spreadsheets and presentations between Leasing, Property Management, and Construction, and coordinate to ensure completion of LL work with diligent and detailed follow up on key dates such as obtaining permits, commencing construction and completion, including obtaining and tracking tenant COIs. Maintain tracking spreadsheet.
• Update site plans for the Leasing Team through BuildOut and post on website.
• Prepare and send email blasts with marketing materials.
• Manage social media accounts
• Administer Vacancy Program to include completion of a Suite Fact Sheet including: As-built space plan, existing HVAC report, existing electric, bathrooms reports, etc. and partner with construction on estimates Collect and update sales reports from tenants for use in budgeting and renewal negotiations; compile and prepare sales reports by property

Qualifications

• Bachelor’s degree or equivalent business office experience.
• 3+ years in commercial real estate (property management, leasing admin, or executive assistant).
• Proficiency in Microsoft Office and ability to learn industry software.
• Strong initiative, organizational skills, and attention to detail.
• Excellent communication, collaboration, and interpersonal skills.
• Adaptable, curious, and solution-oriented.

Working Conditions

• Professional office environment with desk-based work.
• Ability to lift up to 20 lbs.

DESCO’s benefits:

• A collaborative, team oriented environment
• Supportive, transparent leadership
• Well established, tenured organization
• Competitive salary with annual bonus potential
• Health, Dental, Vision insurance
• Health Savings Account Contribution
• 401k benefits with employer match and profit sharing contributions
• Short-Term Disability
• Personal time off as well as additional holiday pay

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