Property Administrator

Summary

Individual provides a variety of services to the NYPA Albany sites including facilities coverage, fleet coordination, shipping/mailroom, procurement and tracking of office and miscellaneous supplies, etc. Responsible for day-to-day property management tasks and operations of the assigned NYPA properties. Coordinates maintenance work and liaises closely with contractors to ensure that the work is completed as required. Maintains clean, comfortable, and productive space for building occupants.  Coordinates large- and small-scale building improvement projects. #LI-VB1

Responsibilities

• Assist Facility staff with the daily operations and administration of an office tower and parking facility.  Coordinate and communicate with departmental administrators and building occupants.
• Generate, issue and close-out, all Maximo work orders for service requests from building occupants.
• Administer accounts payable.  Verify the accuracy of invoices, completion of related services and receipt of goods.  Ensure the accuracy of coding and the availability of funds.
• Responsible for Pro Card purchases in support of Facilities Management Operations. Review monthly statement and reconciliation report to ensure correct coding and payment against budget.   
• Order all janitorial, electrical and other building supplies in support of on-going building operation.
• Perform general clerical / administration duties such as maintaining databases, taking and distributing meeting minutes, preparing letters and memoranda, screening phone calls, sorting and distributing mail/packages, making copies and scans, track schedules for Facility Management personnel, etc.
• Take on additional duties, projects and assignments as directed by Facilities Management.
   

Knowledge, Skills and Abilities

Strong Customer Service skills. Ability to help others with their concerns and needs in a professional and effective manner.
Ability to take initiative , work independently and multi-task.
Strong written and verbal communication skills.
Proficiency with Microsoft Office Suite (Word, Excel and PowerPoint) Familiarity with SAP requisitions processing and Maximo Work Order System.
Ability to interpret incoming requests to determine emergency and non-emergency issues and the necessary action to direct maintenance and janitorial staff.

Education, Experience and Certifications

• High school diploma, preferably an Associate’s or Bachelor’s Degree in Business, Accounting and or Real Estate.
• Minimum of 5 years of administrative or related field experience.

Physical Requirements

Must be able to lift 50lbs