The Asset Management Property Operations Department is responsible for protecting and enhancing the value of City-owned real estate assets and to serve the operational needs of tenant businesses. In addition, the Department collects lease and fee income revenue for EDC and assists EDC in the allocation of resources among its properties.

Position Overview: The Senior Operations Administrator within the Property Operations Department will support the operations at the Brooklyn Army Terminal, Bush Terminal/MADE Campus, and the Brooklyn Wholesale Meat Market within our Sunset Park Portfolio. This position will report to the Senior Vice President of Operations and will be primarily based at the Brooklyn Army Terminal Office with a mandatory presence at the MADE Bush Terminal campus.

Essential Duties & Responsibilities:

• Front Desk Management: Interact with all tenants, guests, EDC employees and any visitors who come to the Operations Center. Organize the flow of people in and out of the office and answer phones, respond to emails and be the face of the office with a strong attention to customer service. 
• Portfolio Communication: Ability to craft professional responses to tenant requests and provide project updates to Portfolio Management team in a clear and concise fashion. Assist with prioritizing short term and long-term tenant requests/issues and managing the flow of work orders. Work closely with the FM team on drafting information updates and status updates on ongoing work. 
• Budget Preparation and Billing: This role will be 100% responsible for tracking expenditures and working with our Business Operations team on all invoice processing in Concur, creating commitments against the approved budget when work and projects are initiated, ensuring we are not overspending and that contractors are invoicing appropriately and on time. Assist in preparing the annual property budget, mid-year reforecast, and long-term and larger scale project repairs. 
• Contract Administration: Working closely with the AM teams to execute new and amend existing contracts. Assist in monitoring contractors' delivery of improvements to buildings. Act as liaison between contractors and tenants to maximize cooperation. Assist in creating and implementing daily, weekly and monthly maintenance schedules and overseeing the check-in and check-out process for contractors doing work at the campus. 
• Procurement: Analyze properties' supply, service, equipment and staffing needs to assist in producing a comprehensive operating budget. Responsible for tracking department p-card purchases including preparing the monthly log. Monitor expenditures against budget and communicate to AVP and senior staff if any issues arise. Responsible for assisting with the procurement of supplies, tools and equipment for the maintenance crews and office. Track the budget for these purchases. 
• Inventory Controls: Responsible for implementing the janitorial supply requests and ensure that inventory databases are up to date, logging all transactions such as receipts, issues, returns, and stock adjustments. Continuously monitor inventory levels to avoid stockouts or overstocking and communicate to the AVP and senior staff regarding any issues.  
• Tenant Relations: Communicate with tenants to inform about property policies, upcoming events, renovations, or maintenance schedules. Work closely with the Portfolio Management team on ongoing issues with tenants and facilitate the move-in and move-out process.  
• Asset Management Support: Provide assistance across the division where needed. 
• Other duties as assigned. 

Requirements:

• Bachelor’s degree in Business Administration, Communication, Facilities Management or equivalent 
• 3+ years of experience in office management, operations coordination, administrative work, building and/or property/maintenance management. 
• Proven ability to deliver exceptional customer service while efficiently managing office traffic, multiple requests, phone calls, and emails. 
• Demonstrated written and verbal communication skills.  
• Proven ability to handle competing priorities and effectively problem-solve. 
• Experience with Concur and invoice processing, vendor billing, and budget management. 
• Ability to work with janitorial staff and provide guidance and direction where needed. 
• Experience communicating with contractors, vendors, field staff or other counterparts for 
• project updates. 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). 
• Team oriented with the ability to work independently on projects.  
• Valid driver’s license. 
• Familiarity with typical building systems. 
• 24-hour on-call response where needed. 
• New York City residence is required within 180 days of hire