The JBG SMITH Corporate Office

  • Property Administrator at Department of Transportation

    ID
    2018-3323
    Location
    US-DC-Washington
    Type
    Full-time
  • Overview

    The Property Administrator at JBG Federal Center/the Department of Transportation headquarters building is responsible for providing administrative support to the Assistant Property Manager and Senior Property Manager and engineering team as requested. The Property Administrator is also responsible for providing prompt and courteous assistance and a high level of customer service to the US Department of Transportation.

    Responsibilities

    • Responsible for answering all telephone calls, assisting or resolving problems with the caller and delivering verbal or emailed messages to the appropriate person(s) in a timely fashion. 
    • Managing the Workspeed service request system to include entering and closing tickets, following up with tenants for satisfaction, and preparing reports and graphs as requested. 
    • Conduct and document weekly property inspections, inputting required repairs or services in the Workspeed service request system. 
    • Administrative duties including typing, spell checking and proofreading all correspondence and reports, filing, maintaining up-to-date Tenant Contact Lists and Tenant lease files, tracking and distributing JBG SMITH staff parking permits, managing telephone and copy machine contracts, and purchasing and maintaining office supplies and equipment. Performing other administrative duties as assigned or self-assigned. 
    • Responsible for accurately processing invoices in Procure to Pay, the online payment software, for engineering and property management team approvals, including attachments such as contracts and lien waivers when appropriate.
    • Managing the DOT badging process for JBG SMITH staff and contractors.
    • Process purchasing paperwork, including input of invoices into Procure to Pay, researching, coding, tracking, processing all types including purchase orders, contracts and first addendum, special check requests. Complete vendor setups and vendor credit applications when required. Coding, review and input of invoices prior to payment at the direction of the Assistant Property Manager. 
    • Draft and oversee execution of contracts for JBG SMITH building maintenance and repair projects.
    • Assist the Assistant Property Manager and Senior Property Manager in researching and assembling information and data for various reports. 
    • Maintain property calendar with property activities including maintenance services, repairs, property and neighborhood events, etc.
    • Utilizing Excel to create, manage and update tracking spreadsheets for vendor contracts, Certificates of Insurance, purchase orders, and other tracking needs as required. 
    • Perform back-up duties to the Assistant Property Manager and Senior Property Manager when those individuals are not in the office. This includes becoming familiar with company emergency policies and procedures and using good judgment in emergency situations.  
    • Completing special projects as assigned with the flexibility to also cover additional properties as needed. 
    • Assist in the ongoing tenant outreach program to consist of weekly tenant meetings and coordinating tenant appreciation events.
    • Excellent attendance and punctuality are essential functions of this position.

    Qualifications

    High School diploma or equivalent required.

     

    Bachelor’s degree preferred.

     

    Two (2) or more years of office experience preferred, ideally in the property management, retail or customer service industry.

     

    Technical Experience:

    • Strong computer skills: Microsoft Word, Microsoft Outlook, Microsoft Excel necessary. 
    • Intermediate capabilities with other Windows programs and the operation of a PC in general. Ability to learn and effectively use internal software packages such as Procure to Pay. 
    • Clerical skills: type 40-50 wpm, meticulous record keeping, and organized file maintenance. 
    • Strong analytical skills, including the ability to accurately collect, interpret, organize and evaluate detailed data.
    • Must be able to calculate a percentage with the aid of a calculator and read a standard ruler/measuring tape.

     

    Other Skills/Requirements:

    • Friendly, helpful team player with a positive, customer-service attitude. 
    • Strong problem-solving skills coupled with the ability to work independently and effectively manage concurrent tasks and prioritize accordingly. 
    • Excellent interpersonal and communication skills (both verbal and written). 
    • Flexible, versatile, and able to adapt to rapidly changing priorities. 
    • Quick learner, independent worker/thinker. 
    • Great attention to detail; follow-through. 
    • Bright, capable, logical, intelligent. 
    • Exercise good judgment and takes initiative to properly address and resolve issues. 
    • Strong organizational skills and ability to partner with manager to increase efficiency and organization. 
    • Ability to prepare draft correspondence from verbal guidance and/or notes and proofread to detect and correct grammatical and spelling errors. 
    • Pleasant and professional image and phone manner.

     

    Other Important Attributes:

     

    • Composed demeanor, professional appearance, positive attitude and customer-oriented approach are priorities for this position. 
    • Ability to keep processes moving forward and take initiative as appropriate. 
    • Must be confident and capable when communicating with customers inside and outside the company. 
    • Ability to work independently with little supervision, effectively prioritizes tasks, and manages time well. 
    • Must be self-motivated, reliable, dependable with excellent attendance, flexible and versatile. 
    • The ability to work well under pressure. 

     

    JBG SMITH is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without discrimination on the basis of race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, genetic information or any other protected class, in accordance with applicable law.

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