Properties Administrator

Job Description

Job Description

Description:

POSITION TITLE: Properties Administrator

DEPARTMENT or DIVISION: Properties

APPOINTMENT INFORMATION: Full-Time, Exempt, Onsite 

SUPERVISOR’S TITLE: Senior Real Estate Manager

ABOUT THE PORT OF EVERETT

The Port of Everett, located on Port Gardner Bay at the mouth of the Snohomish River, was formed by the citizens of Everett in 1918 to create economic opportunities and protect the waterfront for the community. The Port has a long history of providing marine-related services and appropriate public access to the waterfront. The Port strives to bring quality jobs, business, and tourism opportunities to its local and surrounding communities, and is committed to enhancing, restoring and preserving the overall environmental health of our waterfront through environmental remediation, pollution prevention and resiliency planning. 

The Port of Everett operates three lines of business: 1) international shipping terminals; 2) marina facilities; and 3) real estate development. The Port operates eight shipping berths situated on approximately 125 acres of land, and specializes in handling high-value, conventional and over-dimensional cargoes in support of the aerospace, military, construction, manufacturing, agriculture, energy and forest products industries. 

The Port of Everett runs the largest public marina on the West Coast with more than 2,300 recreational boating slips and a 13-lane public boat launch facility. On the real estate side, the Port owns 3,800 acres of property, including Jetty Island, and works to return environmentally damaged property to productive use, restoring economic prosperity to the waterfront. The Port’s properties also provide numerous public access and recreational opportunities for area residents and visitors to enjoy, supporting a vibrant, livable and balanced waterfront that generates economic and recreational opportunities. Through its operations, the Port supports nearly 40,000 jobs and contributes $433 million to state and local taxes.

JOB SUMMARY

The Properties Administrator provides professional oversight and coordination for the Properties division, serving as a key point of contact for commercial tenants, and helping to cultivate positive tenant and customer experiences across the Port of Everett’s growing real estate portfolio. Primary responsibilities center on proactive and responsive tenant relations, lease and contract administration, and property-related operations and programs coordination. 

This position acts as a key liaison between commercial tenants, internal Port departments, third party consultants and contractors, as well as external stakeholders to ensure properties are effectively managed, maintained, and aligned with Port policies, agreements, and operational objectives. The role also supports business development and special projects as needed to advance the Port’s commercial real estate and destination waterfront objectives.

ESSENTIAL FUNCTIONS

• Provide responsive, courteous customer service that supports strong tenant relationships
• Coordinate new tenant onboarding, introductions, and ongoing engagement
• Communicate regularly with tenants, both verbally and in writing, to share relevant information, schedules, instructions, notifications, and updates as needed
• Respond promptly and professionally to tenant inquiries, maintenance requests, and concerns, ensuring timely updates and follow through
• Respond to and help resolve tenant emergencies during work hours, nights and weekends
• Maintain and distribute tenant documents including Tenant Handbook, Best Management Practices, policies, and other documents
• Coordinate tenant meetings, outreaches and engagement (i.e. Tenant Talks, open houses, info sessions, alerts, etc.); collaborate with Communications department as appropriate
• At direction of department leadership, help prepare lease agreements and related documents, including, but not limited to, new leases, rental agreements, amendments, renewals, terminations, temporary agreements, etc.
• Provide data and analysis to support lease negotiations and help achieve favorable terms
• Maintain accurate lease records using lease management software; track key dates, including rent adjustments, expirations, renewal options, and related milestones
• Track lease and other agreement terms and obligations to ensure compliance and appropriate revenue collection (i.e. rent, CAM charges, etc.)
• Ensure tenant and property information remain accurate and up to date
• Routinely inspect common areas for janitorial needs, supply shortages, safety concerns, or other issues relevant to a well-maintained property; report/address items as appropriate
• Oversee tenant billback workflows
• Verify and code property invoices for accuracy and compliance with agreements and contracts prior to approval
• Review and prepare monthly financial reports for approval
• Evaluate costs and revenue performance for the department to help identify areas where expenses can be recaptured or reduced, and where new or expanded revenue can be developed
• Collaborate with department leadership on annual operating and capital budget development
• Coordinate with the procurement team on contracting for the properties division; develop required scope for third party services and purchasing, and administer select contracts from start to finish
• Collaborate with Communications team in development of properties and leasing materials and marketing assets
• Track real estate market trends and industry developments that may impact the Port’s strategic, financial, or operations decisions
• Coordinate and support property tours for prospective tenants and leasing opportunities
• Create, post, and maintain information on property and lease availability on Port’s website and 3rd party listing services
• Support visitor experience through administration of key waterfront programs, including the Port’s parking management program, master signage program, and public art program
• Act as the Properties department point of contact for reviewing special event uses
• Attend, participate and present at public meetings as applicable
• Perform other duties and project assignments as directed to meet operational needs

Requirements:

Knowledge, Skills, & Abilities (KSA’s):

The following KSAs ensure we maintain a knowledgeable, capable, and professional workforce aligned with our mission. All employees are expected to:

• Demonstrate expertise specific to their profession and maintain appropriate licensing/certification.
• Possess intermediate level personal computer skills and the ability to effectively utilize electronic communication systems. 
• Display the diplomacy necessary to address sensitive issues or complaints—both public and private.
• Possess effective conflict resolution and personal negotiation skills.
• Exhibit high ethical standards in the execution of position responsibilities.
• Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful, solution oriented and knowledgeable.
• Communicate effectively in English, including the ability to read, write, analyze and interpret complex documents and other written material. 
• Have the ability to make effective and persuasive group presentations.
• Have the ability to obtain a Transportation Worker Identification Credential (TWIC).
• Possess a valid driver’s license and maintain insurability under the Port’s auto insurance plan.
• Respond to evening, night and or weekend concerns/needs as required to fulfill position responsibilities.

Preferred Work Experience:

• At least three (3) years of experience demonstrating progressive growth in building or property management, preferably at a mixed-use property or tourist destination
• At least two (2) years of experience working directly with commercial tenants, preferably with heavy retail focus
• Experience with Yardi Voyager property management software
• Experience working with public boards or commissions and community groups
• Experience delivering elevated, high-quality guest experience 

Preferred Knowledge, Skills & Abilities:

• Bachelor’s degree in business, management or related field
• Proven ability to deliver high-quality customer service, through strong communication, attention to detail and efficient organization of tasks
• Ability to maintain a high level of confidentiality
• Knowledge of public sector contracting and procurement processes

Physical Requirements and Working Conditions

• Able to sit or stand for extended periods while performing administrative tasks
• Able to occasionally move between departments around the facility 
• Able to operate office equipment such as computers, printers, and telephones
• Able to ascent and descend stairs safely and efficiently
• Able to tolerate a work environment that is moderate to noisy
• Able to lift 25lbs occasionally 
• Able to occasionally bend or reach 

Incumbents must be physically able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.