Under the general supervision of the Director of Administrative Services or his/her designee, the Property Administrator is responsible for the coordination, review, oversight and maintenance of all City contracts for leased properties. Leased properties may include properties where the City is the landlord and properties where the City is the tenant. Property Administrator will also be responsible for coordination of some City owned/occupied property projects.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by the incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
- Essential Job Functions & Other Important Duties
- Manages all City properties that are leased.
- Assures that tenancy agreements stipulate the extent and scope of management responsibilities, services to be performed, and costs for services.
- Conducts regular property and garage inspections for preserving City properties and maintaining safe business conditions for tenants.
- Coordinates the physical improvements, daily maintenance and repairs of all commercial leased spaces as well as researches various vendors needed to perform the necessary improvements and repairs.
- Manages cleaning service, maintenance and repair service contracts and ensures that the level of performance meets City standards.
- Coordinates work efforts with other City departments for maintenance, repair and replacement of leased property landscape and hardscape.
- Maintains daily logs of contracted tasks to ensure proper frequencies and correct invoices; writes detailed inspection reports.
- Prepares and issues directive memos and letters.
- Inspects buildings and grounds to ensure compliance with contract requirements; prepares contract and change order specifications.
- Resolves problems with the contractor or provider and specifies corrective actions.
- Establishes and maintains cooperative and effective working relationships with contractors, management, coworkers, other City employees, and the public.
- Evaluates all City facilities and makes recommendations for long range planning of facility projects.
- Monitors the budget for all assigned projects.
- Assists Purchasing with contractual details and provisions and administers all contracts after execution.
Other Important Duties:
- May be required to work evenings and weekends.
- Travels to attend meetings, conferences and training.
- Performs other related duties as assigned.
- Regular and consistent attendance for the assigned work hours is essential.
- Job Requirements
- Ability to building professional relationships with internal staff and customers.
- Ability to communicate clearly and concisely both orally and in writing.
- Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
- Ability to handle a wide variety of tasks and projects with minimal supervision and direction.
- Ability to handle confidential information in a responsible manner.
- Ability to identify problems and propose solutions in a timely manner.
- Ability to perform independent professional level work while managing multiple properties.
- Ability to review contract documentation for discrepancies and conformance to standards.
- Ability to track funding and expenditures of contract.
- Ability to use computer and software applications proficiently; evaluate and administer change orders to the initial contract; read, analyze, and interpret moderately complex contracts.
- Experience in customer relations, principles and practices.
- Knowledge of City policies and procedures.
- Knowledge of construction and property management practices, building codes, laws and regulations governing private sector tenant/landlord laws.
- Knowledge of federal, state, and local laws, statutes, and regulations related to the field of public sector contracts.
- Possession of strong analytical, computer and problem-solving skills, and excellent interpersonal skills.
- Skill in effectively evaluating, supervising, and delegating duties to assigned staff.
- Skill in effectively reviewing work and providing technical assistance to assigned staff.
- Skill in resolving customer complaints and concerns.
Preferred Education, Experience, and Certifications:
- Bachelor's degree in property management, real estate or related field and five (5) years related experience in public or private sector, OR equivalent combination of education and experience.
- Experience in contract administration and property maintenance coordination preferred.
- Real estate and property management licenses/certifications preferred.
- Must pass pre-employment drug screen, criminal background check and MVR check.
- Must possess valid State of Texas Driver's License.
- Environmental Factors & Conditions/Physical Requirements
- Work is performed in an office environment.May require site visits, off site meetings and inspections.
- Balancing - maintain equilibrium to prevent falling while walking, standing, or crouching.
- Climbing - ascending, descending ladders, stairs, ramps, requires body agility.
- Crouching - bending body forward by bending leg, spine.
- Fingering - picking, pinching, typing, working with fingers rather than hand.
- Hearing 1 - perceiving sounds at normal speaking levels, receive information.
- Kneeling - bending legs at knee to come to rest at knees.
- Lifting - raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
- Mental Acuity - ability to make rational decisions through sound logic, deductive reasoning.
- Reaching - extending hands or arms in any direction.
- Repetitive Motion - substantial movements of wrists, hands, fingers.
- Speaking - expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
- Standing - for sustained periods of time.
- Stooping - bending body downward, forward at waist, with full motion of lower extremities and back.
- Talking 1- expressing ideas by spoken word.
- Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
- Visual Acuity 2 - color, depth perception, field of vision.
- Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
- Walking - on foot to accomplish tasks, long distances, or site to site.
- Work performed is primarily light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.
Equipment and Tools Utilized:
- Equipment utilized includes personal computer, copier, calculator, fax machine, other standard office equipment, and City vehicles.