Facilities and Real Estate Property Specialist

Department: General Services (GEN)

Employment Type: Full Time

Location: San Antonio

Reporting To: David Wilhite

The Facilities and Real Property Specialist is responsible for maintaining accurate facilities management and real estate portfolio records across HOLT Group's operations in Texas and Oklahoma. This position serves as the primary administrative resource for the Computerized Maintenance Management System (CMMS), project management software invoice entry and tracking, real property documentation, and real estate transaction coordination.

The Specialist ensures that facilities maintenance records, invoices, contracts, property documents, and transaction milestones are accurately entered, organized, updated, and readily accessible. The role works closely with Facilities Management, Construction, Real Estate & Development, Finance, Legal, and Operations to support reliable reporting, effective recordkeeping, and timely completion of administrative and transaction-related activities.

The incumbent in this position is expected to model the following practices on a daily basis:

• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models and processes to ensure alignment with our Vision, Values, and Mission
• Maintains the CMMS and ensure accurate, complete, and timely entry of facilities maintenance data.
• Creates, updates, and maintains facility, building system, equipment, and asset records.
• Enters and updates work orders, preventive maintenance schedules, service histories, maintenance activities, and completion records based on information provided by Facilities Management.
• Tracks open and completed work orders, overdue maintenance activities, outstanding service requests, and required follow-ups.
• Performs vendor research and vetting to identify sources and expand our vendor network.
• Maintains vendor information, service agreements, warranties, inspection records, and maintenance documentation.
• Monitors data quality and follow up with Facilities Management personnel to resolve missing, incomplete, or inconsistent information.
• Generates routine CMMS reports covering work order status, preventive maintenance compliance, maintenance activity, and other requested performance metrics.
• Supports system consistency, standardized data entry, and continuous improvement of CMMS processes.
• Performs invoice and payment auditing to ensure best practices are followed.
• Enters facilities maintenance, construction, and capital project invoices into the designated project management software accurately and within established deadlines.
• Assigns appropriate project, property, cost category, and other required reference information based on approved documentation.
• Maintains invoice records and supporting documentation, including purchase orders, vendor invoices, approvals, and related project information.
• Tracks invoice status and identify missing documentation, incomplete entries, discrepancies, or potential duplicate submissions.
• Coordinates with project managers, Facilities Management, Finance, and vendors to resolve administrative invoice issues.
• Maintains project cost trackers and support reconciliation of invoices against approved budgets and purchase orders.
• Assists with generating reports on invoice status, project expenditures, outstanding items, and budget tracking.
• Maintains organized electronic records to support financial reviews, audits, and project closeout. Project closeout such as certificate of occupancy, record drawings, operation and maintenance manuals, and warranties to be archived for access by the entire department.
• Maintains the centralized real estate portfolio database and ensure property records are accurate, current, and complete.
• Organizes and maintains deeds, surveys, title commitments, legal descriptions, easements, plats, tax records, appraisals, environmental reports, and other property-related documents.
• Tracks property ownership, acreage, addresses, parcel information, transaction status, and other relevant portfolio data.
• Tracks property-related critical dates, outstanding documentation, survey requirements, and other administrative deliverables.
• Coordinates administrative activities for property acquisitions, dispositions, leases,…