Job Description
Assistant Administrator in Facilities and Property Management of multiple properties including 162 apartment units and over 300,000 square feet of leased commercial space.
The Assistant Administrator supports the daily operations of facilities and property management teams. This role involves administrative, organizational, and customer service responsibilities to ensure efficient property and facilities management.
CANDIDATES WITH EXPERIENCE IN A PROPERTY MANAGEMENT SETTING A PLUS
Key Responsibilities:
Administrative Support:
1. Management of schedule, appointments, and correspondence for the facilities department
2. Maintain records including lease agreements, contracts, and compliance documentation
3. Prepare reports, spreadsheets, and presentations as needed.
Work Order Management:
1. Input and dispatch work orders using maintenance management systems
2. Track preventative maintenance schedules and coordinate inspections of key building systems
Vendor and Cost Management:
1. Assist with the bidding processes, vendor contracts, insurance tracking, and invoice reconciliation.
2. Monitor labor and material costs for accurate billing.
Tenant and Staff Coordination:
1. Address tenant service requests and maintain positive tenant relationships
2. Supervise staff or contractors as directed by the facilities manager
Compliance and Quality Assurance:
1. Ensure properties comply with local regulations and organizational policies
2. Conduct property inspections to maintain safety and quality standards
Skills and Qualifications:
1. Strong organizational and communication skills
2. Proficiency in property management software (AppFolio, Yardi, or CMMS)
3. Knowledge of maintenance procedures, budgeting, and regulatory compliance
4. Ability to multitask and prioritize effectively under deadlines
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