Administrative Assistant, Property Management

Administrative Assistant Property Management

LOCATION
:
Wayland Baptist University (WBU) - Plainview Campus

Department: Property Management

SUPERVISED BY: Executive Director of Property Management

POSITION CLASSIFICATION: Full-Time, Non Exempt

POSITIONS SUPERVISED: Student Workers

Position Summary

The Administrative Assistant for Property Management provides high-level administrative, operational, and project support to the Executive Director of Property Management. This position serves as a central point of coordination for the departmental operations across the University’s diverse portfolio including real estate assets, fleet operations, insurance and risk management, procurement, capital projects, vendor relationships and property records.

This role supports the efficient administration of university owned properties and assets through effective communications, records management, project coordination and operational support. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Essential Duties and Responsibilities

Executive and Administrative Support

• Provide direct administrative support to the Executive Director of Property Management.
• Manage calendars, schedule meetings, prepare agendas, and coordinate travel arrangements and maintain departmental schedules.
• Prepare correspondence, reports, presentations, meeting minutes, and other business documents.
• Coordinate departmental communications with internal and external stakeholders.
• Maintain confidential records, files, databases and departmental documentation.
• Support special projects and perform other duties as assigned by the Executive Director, President, or Cabinet members.

Property, Asset and Risk Administration

• Assist with the administration and tracking of university owned properties, including residential rental properties, farms, ranches, and other real estate assets.
• Maintain records related to leases, easements, property agreements, asset inventories and property tax documentation.
• Coordinate documentation associated with oil, gas, and mineral interests.
• Support the administration of property, liability, fleet and other insurance programs.
• Maintain certificates of insurance (COIs), claims documentation, policy records and renewal schedules.
• Coordinate with insurance carriers, brokers, vendors, and University departments regarding insurance requirements and claims.
• Maintain fleet vehicle records, reservations, maintenance schedules, registrations, inspections and usage documentation.
• Coordinate vehicle assignments, registrations, inspections, repairs, and related records.
• Monitor compliance with fleet policies and procedures.

Procurement, Vendor and Contract Coordination

• Serve as a liaison between the Property Management office, vendors, contractors, consultants and University departments.
• Support vendor onboarding and maintain required compliance documentation, including certificates of insurance and contractual records.
• Track contracts, service agreements, renewals and vendor performance metris.
• Initiate purchase requests, process invoices, reconcile expenditures and assist with budget monitoring.
• Support procurement activities and bid processes in accordance with university policies and procedures.
• Maintain accurate purchasing, contract and vendor records.

Project and Operational Support

• Assist with the coordination of tracking capital projects, renovations, maintenance activities and construction initiatives.
• Maintain project files, schedules, budgets, and supporting documentation.
• Coordinate meetings and communications with contractors, architects, engineers, consultants and internal stakeholders.
• Support the administration of maintenance, housekeeping, and other service contracts.
• Generate reports and track operational metrics to support departmental decision making.
• Assist with the implementation and maintenance of property management, work order, fleet management and asset tracking system.

Student Worker Coordination

• Assist with the recruitment, onboarding, scheduling, training, and supervision of work-study students assigned to the department.
• Monitor student…