Property Administrator

McGough is a respected partner that brings six generations of experience to high profile, unique and complex construction projects. We take great pride in our people and their extraordinary expertise in planning, development, construction and facility management. McGough employee tenure reflects the commitment and pride we share in our work. Ask anyone who knows us - the caliber of our people sets us apart.

PROPERTY ADMINISTRATOR

The Property Administrator provides comprehensive administrative and clerical support to the Senior Property Manager and plays a critical role in the daily operations of Butler Square. This position helps ensure smooth, efficient building operations while delivering exceptional service to tenants and vendors.

As the first point of contact for Butler Square, the Property Administrator represents the property with professionalism, responsiveness, and discretion. This role is based on site at Butler Square, 100 North 6th Street, Minneapolis

QUALIFICATIONS:

Required:

• High school diploma or GED required
• 1-2+ years of experience in administrative and clerical support in an office setting

Preferred:

• Bachelor's degree in business administration or related field.
• (2+) years of administrative experience

Skills:

• Strong computer proficiency, including Microsoft Office Suite
• Exceptional customer service skills with a consistently positive, professional demeanor
• Excellent interpersonal, organizational, written, and verbal communication skills
• Ability to work independently, exercise sound judgment, and remain diplomatic in all situations
• Demonstrated ability to handle confidential information with discretion
• Ability to take direction from multiple managers, clients, and vendors
• Strong collaboration and teamwork skills
• Proactive mindset with a focus on continuous process improvement
• High level of integrity and professionalism
• Approaches every interaction as an opportunity to add value and strengthen relationships

Office, Travel and Schedule:

Travel may be involved with the Corporate Office and Client Locations. Parking is provided in the property's loading dock.

Responsibilities and Tasks:

Daily

• Serve as the primary contact for tenants and vendors at the Butler Square Management Office
• Pre-approve invoices by coding, verifying documentation, and resolving discrepancies prior to manager approval
• Review Guard Activity Reports and address or escalate any unusual activity
• Open, distribute, and manage incoming mail
• Respond to tenant requests via phone, email, and online work order systems
• Act as liaison between cleaning, maintenance, security teams, vendors, and property management
• Review of daily security reports
• Draft letters and memos for manager review and approval
• Coordinate onboarding for new tenants, including keys, locks, signage, and welcome gifts
• Deposit checks received through the management office via the online portal
• Generate financial reports through MRI
• Copy, file, and maintain posted invoices
• Coordinate team meetings with property management
• Manage building card access systems
• Maintain electronic and hard copy building files
• Schedule conference room usage and manage audiovisual equipment for tenants

Weekly

• Run delinquency reports and assist managers with follow-up on outstanding accounts
• Maintain office equipment and ensure supplies are stocked and ordered as needed

Monthly

• Produce rent rolls for property management and leasing teams
• Maintain sub-meter reports for accounting
• Conduct building walk-throughs and document maintenance or repair needs
• Track and manage tenant and vendor certificates of insurance
• Distribute monthly rent statements via email or mail
• Assist with preparation of monthly reports
• Maintain and update tenant and vendor contact lists
• Coordinate and support tenant events

Yearly

• Collect vendor pricing increases for budget planning
• Prepare annual budget books
• Run annual general ledger reports
• Update electronic and hard-copy tenant and vendor files for the new year
• Assist with planning and execution of the annual Tenant Holiday Party
• Coordinate the annual building fire drill
• Maintain and distribute updated Tenant Handbook and Building Criteria Manual
• Update the Vendor Contract Summary Report

Other Duties as assigned

• Participate as an active member of the MGM Team. Contribute to shared goals and collaborate with colleagues on achievement of priorities.
• Collaborate with internal teams, contractors and other stakeholders to align efforts. Build and maintain strong relationships with internal and external stakeholders.
• Coordinate tenant move-ins and move-outs
• Maintain accurate tenant and vendor files
• Collaborate with internal teams, contractors, and external stakeholders
• Perform additional duties as assigned

TECHNICAL COMPETENCIES

Service & Responsiveness: Tenant and vendor inquiries are addressed accurately and within expected timeframes. Positive feedback from tenants, vendors, and property management. Minimal escalations due to communication or follow-through issues

Operational Accuracy: Invoices, deposits, reports, and documentation are accurate and timely. Files and records are consistently organized, current, and audit ready. Building systems (access, scheduling, reporting) function smoothly.

Financial Support Effectiveness: Reports are run consistently and support timely follow-up. Rent statements, deposits, and financial reports are processed without errors. Budget and reporting support meets management timelines

Coordination & Reliability: Meetings, events, and tenant activities are well organized and executed. Vendors and internal teams receive clear, consistent coordination. Property operations experience minimal disruption due to administrative gaps

Professionalism & Trust: Handles confidential information appropriately and consistently by maintaining professional presence representative of the property, demonstrates reliability and in daily responsibilities

BEHAVIORS OF SUCCESS

Customer-Focused & Approachable: Creates a welcoming, professional experience for tenants and visitors. Listens actively and responds with empathy and clarity

Organized & Detail-Oriented: Manages multiple priorities without losing accuracy or follow-through and anticipates needs and prepares in advance

Proactive & Solution-Oriented: Identifies issues early and takes initiative to resolve them. Seeking ways to improve processes and increase efficiency

Collaborative & Diplomatic: Works effectively with managers, vendors, and service partners. Navigates competing priorities with professionalism and tact.

Dependable & Accountable: Follows through on commitments and meets deadlines. Takes ownership of tasks and outcomes

Ethical & Trustworthy: Maintains confidentiality and demonstrates integrity in all interactions. Acts consistently in alignment with company values

Adds Value in Every Interaction: Looks for opportunities to improve service, communication, and relationships. Represents property and company with pride and professionalism

Physical Requirements:

The physical requirements listed 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.

Position involves sitting for extended periods of time at employee's workstation and during meetings as well as while traveling, either by plane or car. Employee needs to be able to lift to 50 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and ability to distinguish between colors on graphs and charts.

Employee will be required to visit construction jobsites which may expose the employee to dirt, dust, uneven surfaces, outdoor weather conditions and extreme temperatures.