Facilities Property Administrator

Description Role: The Facilities Property Administrator provides administrative support to the Facilities management team. Major Duties and Responsibilities Administrative Provides direct administrative support to Facilities Management Team. Maintain regular contact with Facilities Managers to ensure all elements of the property are clean and all needs are attended to. Follow up on all Associate Facilities Requests with Managers to ensure completed to satisfaction in Management Audits. Maintain and update employee, client and customer contract databases. Organize, compile and prepare reports for distribution. Assist in setting up Facilities Staff Meeting creating agendas and taking notes. Enforce COI compliance with insurance requirements among tenants and vendors with Facilities Managers. Develop, revise, coordinate implementation of Facilities Processes and Procedures Assemble Invoices for Facilities Team to code. Upon coding scan to Accounting and File. Financial Process A/P accounts payable Process A/R accounts receivable-Tenant Invoicing- Responsible for invoicing tenants for monthly rent payments. Assist AVP Facilities with budget preparation Track budget line items related to administrative accounts for leased space tenants and capital projects Assist with new vendor set up-Onboarding form-COI & W9 and upload data for tracking. Assist AVP Facilities with reporting as needed. Associate-Tennant-Vendor Services Responsible for maintaining the day-to-day relationships with Associates. Prepare Associate Work memos and all communications as directed by AVP Facilities. Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI certificates of insurance as necessary Maintain daily tenant, vendor, Associate and contractor's contact information by location. Assist the team with updating and implementing new property and vendor on-boarding-off-boarding. Operations Review tenant services requests daily and note completion working with Facilities Managers Ensure 100% completion INPS of satisfaction surveys by Facilities Team Ensure all tenant contact information is accurate and completed in all building systems. Coordinate access for vendors with designated Facilities Manager Assist in distributing Access Credentials to Associates. Upload documents to new Lease Administration software TBD. Upload Facilities Assets to new CMMS software TBD. Construction Projects/Contractor Relations uploading of Meeting Minutes, Change Orders and Construction Memo's and Look ahead schedules. May attend virtual meetings and assist in budget-cost tracking. Draft contracts as requested by AVP Facilities. Collect HVAC PM Service contracts from Vendors and ensure all PM data reporting is uploaded into CMMS and schedules for all locations. Input Lease abstract information and run reports in accordance with the Lease Agreement on a monthly basis and documents uploaded as needed. Other Duties Comply with applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control Exhibit Blaze's 5A culture - Ambassador, Achievement, Ambition, Ability and Attitude? Regular and predictable attendance Perform other duties as assigned to support effective department operation Requirements Experience/Education/Certifications/Licenses HS diploma required. College degree preferred, but not required. 4+ years' experience in commercial property management, real estate or customer service-related position. Demonstrated Knowledge Strong organizational skills Strong ability to self-start and multi-task Provide constructive and value add solutions to issues Ability to work effectively individually or as part of a team Ability to type minimum 50 wpm with 90% accuracy Proficient in Microsoft Office/Suite Capable of developing proficiency in Yardi and other CMMC PM standard software Strong attention to detail Ability to adapt to consistent change Communication Skills Abilit to proactively respond to members/staff to problem solve based on guidelines; written communications are based on templates but can be modified Advanced oral and written communications Physical Requirements Regularly sitting for long periods of time - desk work Frequently required to stand, sit, walk, reach with hands, arms, stoop, kneel, crawl or crouch. Lift minimum of 35 pounds Use of stairwells? during emergencies Use of keyboards for typing and data entry Hearing, speaking, and answering the office telephone system Ability to work flexible hours, on rare occasions which may exceed 8 hours per day, 5 days per week, 40 hours per week. SPIRE is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status or disability.