Property Administrator

About the Position

The Property Management Administrator at Power Design supports the Property Management administrative team by ensuring the smooth operation and management of properties, equipment, and facilities. This role is responsible for coordinating maintenance, overseeing vendor relationships, tracking expenses, and assisting in the management of the facilities, emphasizing strong attention to administrative processes, recordkeeping, and logistics to ensure seamless operation of facilities and vendor workflows. The administrator acts as a point of contact between vendors and the property management team, helping maintain the properties at the highest standards.

Position Responsibilities

• Assist the property management team with day-to-day administrative tasks, including answering emails, MS Teams messages and text chats, scheduling vendors and tasks, and preparing documents as needed for the Facilities Director and Property Administration team.
• Assist in distributing and managing team tasks that become action items through the Property Administration team communications.
• Create and track work orders, ensuring timely completion and follow-up with the necessary parties.
• Walk campus to ensure all areas meet 5S standards, confirm reported issues from Night Team and send 5S correspondence to violators.
• Maintain the Parking Citation Log and track trends, and ensure accountability.
• Maintain and update the Vendor Contact Log and Vendor Setup documentation.
• Coordinate with vendors and the Property Administration and Maintenance teams to support ongoing building operations, maintenance, and issue response, including but not limited to:
  • Scheduling routine maintenance, service calls, inspections, and follow-ups
  • Acting as an on-site point of contact for vendor work and ensuring task completion
  • Managing daily waste and utility communications (City/WM), including pickup tracking and escalations
  • Manage the “Buildings on Test” process and provide updates as systems shift in/out of use
  • Reporting roof leaks and initiating vendor response (e.g., Tecta, internal contacts)
• Track and verify necessary vendor invoices, ensuring accuracy and work with the Assistant Property Manager to ensure timely payment.
• Assist in ordering campus supplies and material for team as needed.
• Assist with special projects related to property development, expansion, or renovation.
• Collaborate with cross-functional teams within Power Design to ensure seamless communication and support on property-related initiatives.
• Maintain and distribute internal team training content and support onboarding or refreshers as needed.
• Update and manage the Utility Log, notifying the team of extreme variances.
• Process and cross-check weekly timecards for day, night and ITR team.
• Issue POs upon request and save under corresponding vendor.

Here’s What We’re Looking For

• 2-3 years of experience in Property or Facilities Management and Administration, Construction or Business Operations, or a similar field
• College degree is preferred; High School diploma or GED is required
• Strong organizational and multitasking skills with an ability to manage multiple projects and communication flows (text messaging, MS Teams, and emails) simultaneously
• Excellent communication skills, both verbal and written, with a customer service-oriented approach
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), experience with property management software (e.g., Yardi, MRI, or similar) and Adobe Acrobat/Bluebeam, internet navigation/research, and strong typing skills
• Ability to work in a fast-paced environment and prioritize effectively
• Strong problem-solving skills and attention to detail with proven ability to organize, document, and track multiple items across platforms
• Ability to work independently and as part of a collaborative team
• Experienced in supporting senior management as well as providing support to two or more people simultaneously
• Demonstrated self-motivator and proactive in managing long-term projects in balance with daily tasks
• Ability to work with little supervision while meeting deadlines, prioritizing assignments, providing recommendations, and effectively communicating updates
• Should have flexible schedule and be able to work outside the core business hours (occasionally on short notice, and a limited basis) as needed
• Professional and positive demeanor, with the ability to build strong relationships with vendors, and internal teams
• Demonstrate and uphold all of Power Design's core values, which include integrity, accountability, teamwork, innovation and growth

#LI-AP1

At Power Design, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Power Design believes that diversity and inclusion among our teammates is paramount to our success as a national company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool nationwide