Administrative Specialist - Property Management

POSITION OVERVIEW

Applications accepted from:
All Interested

Division/ Section:
Property Management - Environmental

Reporting

Location:

900 Bagby Street

Workdays and

Hours:

Monday - Friday, 8am-5pm
* Subject to Change
* ABOUT US

In 2000, the General Services Department (GSD) was established to construct, improve, operate, and maintain the City's building portfolio. Since that time, GSD has evolved into a full-service, client-centered department that provides a comprehensive suite of services to over 300 facilities: representing 7.7 million square feet of occupied space. As a full-service department, GSD assists its clients in identifying the appropriate real estate solution and then provides design and construction services for the development of the facility.

Once the facility is ready for occupation, GSD provides energy, property, and security management services to ensure the lights come on and the facility is clean, well-maintained, and secure. To further enhance the operation of its facilities, GSD established the Sustainable Growth division.

PURPOSE OF POSITION

The General Services Department is looking for a skilled Administrative Specialist to perform varied professional administrative functions for its Property Management - Environmental section. This position supports departmental operations by interpreting policies, coordinating administrative processes, managing documentation, and assisting with budget and contractual activities. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive information discreetly.

The Administrative Specialist duties include but are not limited to:

The General Services Department (GSD) is seeking an Administrative Specialist that can perform varied professional administrative functions in support of management and contract administration and compliance for the Environmental Management Division. This position will be responsible for the following duties:

* Respond to calls and requests from vendors and the Strategic Procurement Division of the City's Finance Department

* Organizes and oversees the inventory, cataloging, retention, and retrieval of department documents in accordance with records management standards.

* Address contract compliance issues with vendors and coordinate with OBO and GSD's Contract Compliance Officer

* Coordinate mandatory training for Environmental Management personnel

* Schedule appointments, draft, proof, edit correspondence for the Division Manager and Environmental Management team

* Draft correspondence related to environmental service contracts

* Monitor and track Environmental Management contract expenditures

* Assist with drafting scopes of work and specifications for Environmental Management procurements.

* Prepare routine and special reports for Environmental Management.

* Coordinate, prepare and track reimbursement requests and personnel licensing renewals.

* Assist Environmental Management personnel with SAP issues and conduct training for requisitioning and receiving

* Process Environmental Management requisitions, service entry sheets and receivers for service contracts

* Maintain accurate and organized files.

* Perform other duties necessary for the efficient flow of the Environmental Management Division operations or GSD operations as assigned.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS

Three years of administrative experience are required.

Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS:
None

PREFERENCES

Preference will be given to qualified applicants with the following:

* Demonstrable Extensive Administrative experience

* Superior written and oral communication skills

* Experience in data analytics

* Experience with SAP

* Advanced…