Property Administrator chez City of Frisco, TX

About the Department

Summary: 

Under the general supervision of the Purchasing Manager, 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.  This position is also responsible for oversight of the City’s tower lease program for wireless infrastructure sites. Property Administrator will also be responsible for coordination of some City owned/occupied property projects, as well as various assigned City contracts. Plans, organizes and supervises daily work activities and monitors progress of work for City custodian services. 

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.

Position Duties

Essential Job Functions:

• Manages all City properties that are leased, including land, buildings, and wireless infrastructure.
• Recommends and assists with the implementation of contract process improvements by identifying contracting issues and practices requiring modifications and clarifications of existing policies and procedures and provides recommendations to Buyers and administration.
• Provides guidance and ensures effective tracking for contract administration, compliance, and spreadsheets by organizing, maintaining, and electronically tracking all contracts and related documents while ensuring spreadsheets are maintained and current.
• Provides customer service and support to maintain and establish effective working relationships with other City employees, officials, and vendors.
• Ensures that tenancy agreements stipulate the extent and scope of management responsibilities, services to be performed, and costs for services.
• Conducts regular property 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 with Building Services Division regarding City work order system; including work order templates, assignments, completion, etc.
• Manages City contracts as assigned, such as janitorial, pest control, window washing, fountain maintenance/repair, security, etc.
• Conducts regular meetings with City custodial vendor and Department liaisons to address contract performance.
• Conducts regular City facility inspections for custodial contract and custodial staff performance.
• Addresses citywide comments and concerns regarding custodial needs and/or performance including resolving ongoing issues.
• Manages ordering and maintaining appropriate stock of janitorial supplies/equipment/products as needed.
• 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, specifications and provisions and administers all contracts after execution.
• Plans, organizes and supervises City custodial crew on daily work schedules and establishes work priorities; monitors progress of work to ensure closeout of tasks.
• Conducts performance evaluations; ensures staff is trained and follows policies and procedures and maintains a healthy and safe working environment.
• Makes hiring, termination, and disciplinary decisions or recommendations.
• Receives and directs correction to custodial problems and concerns.

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. 

Minimum Qualifications

Knowledge, Skills, and Abilities:

• Ability to building professional relationships with internal staff and customers.
• Ability to communicate clearly and concisely both orally and inwriting.
• 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.

Education, Experience, and Certification/Licenses:

• Bachelor’s degree in business, public administration, 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.
• Certified Professional Public Buyer (CPPB), National Institute of Governmental Purchasing-Certified Purchasing Professional (NIGP-CPP) preferred.
• Must pass pre-employment drug screen, criminal background check and MVR check.
• Must possess valid State of Texas Driver’s License.

Other Qualifications

Environmental Factors and Conditions:

• Work is performed in an office environment.
• May require site visits, off site meetings and inspections.

Physical Demands:  

• This work typically requires the following physical activities to be performed.  A complete description of the activities below is available upon request from Human Resources. 

Work Environment:

• Work performed is primarily: 

 (X = Primary type of work performed)

Equipment and Tools Utilized:

• Equipment utilized includes personal computer, copier, calculator, fax machine, other standard office equipment, and City vehicles.