Property Administrator

Job Title:  PROPERTY ADMINISTRATOR

Report To:           Assistant Building Manager

Purpose of the Position

To manage the provision of administrative and secretarial support in the Property Management Office of a commercial class-A office property.

Experience and Specialized Knowledge Required

1.         College degree and four years of administrative/secretarial experience, or a combination of education and experience totaling eight years, with strong emphasis on facility management functions, to include detailed administrative knowledge and experience in the facilities management field.

2.         Good knowledge of generally accepted organizational practices and administrative procedures.  Knowledge of corporate policies and procedures helpful.

3.         Excellent interpersonal and problem-solving skills; ability to handle sensitive situations/confidential materials with tact and discretion; ability to direct, coordinate and supervise the administrative workflow of a mullet-service organization.

4.         Good command of the English language with excellent writing and proofreading skills.

5.         Advanced knowledge of Microsoft Office Suite

Specific Duties:

1.         Manage the provision of administrative and secretarial support professional-level staff.

a.  Draft and/or edit, type/transcribe, finalize, and distribute written and electronic communications, letters, meeting minutes, statements of work, bid documents, etc.  This involves preparing the draft and circulating through appropriate staff for review, comments, and revisions before submitting for final approval.

b.  Draft critical wide-circulation correspondence informing appropriate parties of important events that could have significant consequences, e.g. power outages affecting electrical systems and/or EDP equipment/services, lighting retrofits, construction blasting, fire drills, security precautions, holiday services schedules/interruptions for leased building, etc.  The approval process for these critical notices requires coordination with staff, and compilation of responses; revisions based on these responses; and final approval to send.

c. Prepare requisitions for services, supplies, computer/office/communication equipment, and amendments for both administrative and capital projects.  For office requisitions, responsibility includes; management of requisitions process including identification of needs, identification of budget assignment, draft requisition for review, forward requisition and track progress.  For other requisitions responsibilities include: review requisitions for accuracy and completeness and route for approvals/processing based on whether the requisition is charged to administrative, capital or departmental budget.

d.  Develop charts, drawings, tables and schedules.  Specific examples include: organization charts, which graphically show the structure and size of the department, presentations/briefing materials, which include organization charts, pie charts, bar charts and textual documents for hand-outs and transparencies; numerous tables and forms, e.g. vendor performance reports, capital projects chart-backs, office automation (OA) furniture revisions/installation schedules, proposal and bid forms, facsimile (fax) transmission forms, bulletins, messenger assignments/schedule table, capital project summary report and numerous other forms, tables, etc.

e.  Train clerical staff on telephone, computer hardware and software, and office equipment..

f.    Review, revise and type purchase orders from invoices received.

g.   Establish, maintain and revise subject and project files and records.

2.      Manage the process of deadline activities, to include department and divisional assignments and/or requests.  Delegate requests to appropriate professional staff and track progress on activities as needed or requested.  On specific deadline activities, develop appropriate response and work with departmental staff to finalize assignments.

4.    Manage and process all confidential materials for the section with tact and discretion, including confidential memoranda and letters, all performance reports, vendor personnel action forms, disciplinary actions, etc.   Responsibility requires distinct knowledge of confidentiality procedures and ability to exercise judgment when formulating correspondence and approvals in this regard.

5.   Manage inquiries and resolve/redirect problems for staff and employees, influencing and advising requesters of exactly what is needed before seeking action from professional staff.  Use problem-solving abilities to develop alternative approaches to administrative/procedure problems with the goal of providing solutions acceptable by all parties.  Develop administrative policies for staff to ensure consistency and smooth workflow.

6.      Manage other administrative processes; travel and external training requests for staff, contractual and vendor personnel; travel arrangements; travel claims; temporary replacement requests; vendor petty cash system; coordination of meetings; resolution of scheduling conflicts.