Property Services Administrator

COMPANY SUMMARY

Empire State Realty Trust, Inc. (NYSE: ESRT) is a NYC-focused REIT that owns and operates a portfolio of modernized, amenitized, and well-located office, retail, and multifamily assets and the Observatory deck attraction in ESRT’s flagship Empire State Building – the “World’s Most Famous Building”. The Company is the recognized leader in energy efficiency and indoor environmental quality. As of March 31, 2024, ESRT's portfolio is comprised of approximately 8.6 million rentable square feet of office space, 0.7 million rentable square feet of retail space and 727 residential units.  More information about Empire State Realty Trust can be found at esrtreit.com and by following ESRT on Facebook, Instagram, TikTok, X, and LinkedIn.

The dedicated team at ESRT is a collection of diverse individuals with a shared passion for excellence and a keen eye toward future growth. Headquartered in New York City, we harness the energy of the city in everything we do. We care for one another, work hard, and have a lot of fun doing it! We are Certified™ as a Great Place to Work® by the global authority, Great Place to Work®, on workplace culture, employee experience, and leadership behaviors. We prioritize and invest in the health and wellness of employees to attract, develop, and retain top-tier talent. ESRT values continuous employee development and encourages colleagues to excel in their roles and adapt to emerging business needs. From our crown jewel, The Empire State Building, to incredible buildings modernized for the 21st century, to outstanding customer service, and our decade-long leadership position in sustainability and energy efficient portfolio that is 100% fully powered by renewable wind electricity, we take pride in our work. ESRT seeks an equally passionate colleague to join the team, understand the vision and help achieve that vision.

POSITION SUMMARY

The Property Services Administrator (PSA) provides administrative support to the property manager(s) and building office management staff. The PSA is also responsible for Delivering exceptional customer service for tenants, leasing, management and vendors with effective communication skills, a strong ability to manage multiple functions accurately, and follow the ESRT Customer Service Promise. The PSA is also a highly motivated individual responsible for phone support, work orders and invoice processing.

• Acts as the first point of contact for tenants with service requests (primarily through the building’s electronic service request system, Building Engines)
• Be an ESRT + ambassador
• Integrate, answer questions, and work to solve issues including, but not limited to: schedule photo IDs where applicable until full electronic integration, issue access cards, and routine usage of overtime freight elevators, dumpsters, conference room reservations, loading dock usage, and overtime air conditioning and heating
• Notify tenants of building wide activities, maintain current information databases in tenant emergency book, rules, and regulations, and needs of the Management Office
• Function as a liaison between tenants and vendors and/or contractors, in routine situations
• Respect and maintain privacy of agency clients, always assuring client confidentiality
• Provide efficient and professional telephone service
• Provide professional and courteous demeanor to tenants, clients, brokers, and co-workers
• Keep track of calendars, ongoing projects, and maintain work order notices and the tenant access card system
• Generate nightly/weekend Security and after-hours memos for each property
• Maintain accurate documentation and files of all contractors, tenants, and vendors insurance through the Jones system
• Ensure all seeking to work in buildings have current certificates of insurance that meet building requirements (confirm certificate holder is correct, and vendor meets required limits – refer to sample COI), and coordinate vendor access with Security
• Track and maintain all building and tenant files, tenant charges, tenant and vendor contact information, and validates the accuracy of logs and records
• Coordinate and attend bi-annual tenant meetings per standard operating procedures
• Document tenant meetings in Tenant Meeting Log and ensure any action items are followed-up on until completion
• Arrange maintenance of all business office machines, in coordination with office services (maintains forms and office supplies as needed)
• Review leases to determine provisions as they relate to landlord vs. tenant responsibilities, so the tenants receive what is required and are billed as required for additional services per their lease
• Coordinate the move in/out process and works closely with building staff to ensure an easy transition
• Review and process all operations-related paperwork regarding purchasing goods and services pursuant to ESRT’s standard purchasing procedures – expenses for all vendors
• Research all outstanding/unpaid bills and take appropriate steps to resolve the issue
• Prepare all required Jobs, Budget Electronic, Budget Revisions, Contracts, Change Orders, etc. for building specific projects
• Investigate and resolve all outstanding or unpaid operations-related bills 
• Process invoices for operating expenses through Yardi 
• Process service contracts through Yardi service contract module
• Maintain Service Contract log with all contracts increases and various expiration dates
• Assist, as directed, with the budget preparation (i.e., reviewing contracts for escalations, obtaining proposals for forecasting, gathering data as necessary)
• Assist Property Manager in the preparation of annual operating budgets, as relates to service contracts
• Assist in the monthly operating/capital accrual reporting, quarterly Tenant Commitment reporting, quarterly Variance Analyses 
• Provide all requested information quickly and accurately and maintain communication with other administrative staff (as well as other staff) staff to exchange information and methods of work
• Support the property management staff (Property Manager, Assistant Property Manager, Project Managers, Director of Housekeeping, Operations Team, etc.) with all day-to-day administrative duties
• Works on projects and administrative work as requested
• Complete weekly payroll through ADP and serve as back-up to other administrative staff as needed (absence, lunch, break coverage, etc.) 
• Shift to other properties in the portfolio as needed (reporting to properties within Manhattan)

• Be Self Driven
• Be Punctual and Present
• Have a growth mind set and accept constructive feedback
• Communication with tenants, leasing, and property management

• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
• Excellent communication (written and oral)

• Two to three years prior administrative experience in the Real Estate industry preferred 
• Knowledge of accounting and Real Estate software is a plus

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

• At ESRT, like our tenants, our employees come from everywhere. We foster a richly diverse work environment that captures top talent and cultivates the best ideas. By focusing on inclusion and celebrating our differences, we create even greater value — in business practices, relationships, and employee engagement. As an Equal Opportunity Employer, we are committed to maintaining a diverse, inclusive and equitable work environment where our employees can thrive. In addition, ESRT employees embody our Company Culture & Success Factors:
• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, and embrace and contribute to a culture of diversity and inclusion
• Positive – you possess a service-oriented attitude with excellent follow through 

• Competitive base salary and bonus
• Health/Dental/Vision insurance
• Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
• Voluntary Enhanced LTD Program
• Voluntary Hospital, Accident, and Cancer Programs
• 401(k) with 100% match up to 5%
• Paid parental leave
• Pre-tax transit accounts
• Employee Assistance Program for emotional, financial, and legal support

• Generous paid time off
• Flex remote work time
• Flex Summer Fridays
• Employee engagement programs
• Volunteer time off
• Continuing education
• Complimentary Empire State Building Observatory access
• Complimentary gym membership and other wellness benefits
• Employee Discount Programs

ESRT is an affirmative action and equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because they drive curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, creed, national origin, sex, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, caregiver status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination. Accommodations are available for applicants with disabilities