Customer Service Representative and Property Administrator
Customer Service Representative and Property Administrator
Job description:
The Commercial Property Administrator will be partnered with property managers, accountants and engineers, vendors and maintenance staff to provide excellent service to our tenants, owners and partners.
Responsibilities
Customer Service
- Respond promptly to phone calls, emails, and service requests submitted via internal software
- Create and assign work orders; distribute to appropriate vendors and team members
- Follow up with vendors to ensure timely completion of tasks
- Keep tenants informed on the status of their work orders
- Request and coordinate vendor quotes; manage scheduling with tenants
- Conduct weekly reviews of open work orders and follow up with vendors
- Collect monthly building hours from tenants
- Draft and distribute tenant communications (e.g., lost & found notices, inspection announcements)
- Generate and share maintenance reports with accounting team
- Update building hours and employee access credentials as needed
- Maintain accurate property, vendor, and tenant records in internal systems
- Provide front desk coverage when required
Property Administrator
- Maintain up-to-date contact information for tenants and vendors
- Collaborate with property managers to obtain seasonal work quotes
- Organize and file contracts, proposals, and inspection reports on the network
- Schedule and communicate fire alarm, sprinkler, and other preventative maintenance inspections
- Record and report meter readings to the City of St. Paul
- Prepare CAM Estimate and CAM Reconciliation letters for approval and mailing
- Monitor HVAC alarms and coordinate resolution with mechanical vendors
- Schedule vendor visits when tenants are unavailable
- Support accountants with requested documentation and administrative tasks
Qualifications
- 3–5 years of customer service experience; commercial property management experience preferred
- Proactive, self-motivated, and solution-oriented mindset
- Strong verbal and written communication skills
- Highly organized with exceptional attention to detail
- Ability to manage multiple priorities and deadlines
- Creative problem-solving skills
- Comfortable working independently and collaboratively
- Quick to learn and adapt to new technologies
- Proficient in Microsoft Excel, Word, and Outlook
- Experience with work order or maintenance management systems is a plus
- Experience with MS Excel, MS Word and Outlook
- Experience with work order/maintenance systems a plus
Working Environment
This is an on-site position located at Wellington Management’s St. Paul headquarters, with ample free parking.
Typical of a corporate office setting, Wellington Management’s office space includes frequent co-worker interaction and corresponding noise levels, and is subject to inside environmental conditions.
- Is a standard office work role, which includes frequent sitting and occasional walking and/or standing; stand up desk equipment is available upon request
- Involves frequent usage of a telephone, PC and standard monitors
- Minimal physical lifting requirements
- Hours are 8:00 am - 5:00 pm
Some positions require local business travel when needed to visit properties/sites.
Wellington Management offers a competitive salary commensurate with experience, including performance-based bonus opportunities. Other benefits include:
- Medical, dental, and vision insurance, Health Savings Account, short-term and long-term disability
- 401k, including employer contribution.
- Paid time off, paid holidays
- Annual educational assistance
- Donation matching program
Job Type: Full-time