Property Administrator

Facility Management Administrator

The purpose of this position is to administer Louisville Metro Government's leased facility portfolio and occupancy management program. The position oversees facility occupancy administration, lease compliance, occupancy planning, space utilization, facility coordination, tenant relations, lease financial administration, organizational relocations, and facility-related service contracts. The position maintains accurate portfolio and occupancy records; monitors contractual obligations and facility service levels; coordinates with departments, landlords, property managers, vendors, and internal service partners; and recommends solutions that support efficient, safe, and cost-effective use of Louisville Metro's occupied facilities. This class works independently, under limited supervision, reporting major activities through periodic meetings.

Essential functions listed below represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Coordinates facility occupancy requirements throughout the lease lifecycle, including commencement, amendments, renewals, extensions, expirations, and closeout activities.

• Monitors facility compliance programs with space-use agreements with landlord and Louisville Metro Government obligations, including maintenance, repair, access, insurance, utilities, operating expenses, and other contractual requirements.

• Maintains facility occupancy administration software, lease abstraction records, occupancy databases, floor plans, critical-date calendars, and related portfolio documentation.

• Tracks lease milestones, renewal options, notice requirements, rent escalations, insurance requirements, operating expense reconciliations, and other deadlines; initiates timely actions and escalates risks when appropriate.

• Coordinates payment review and facility-related charges and reconciles rental charges, common-area maintenance, taxes, insurance, utilities, and other operating expense pass-through charges in accordance with lease terms.

• Develops and maintains facility occupancy plans; conducts space-utilization studies; evaluates departmental space requests; and recommends reconfigurations, assignments, or other occupancy solutions.

• Coordinates office assignments, workstation planning, floor plans, departmental space changes, and readiness activities for leased facilities.

• Maintains accurate records of occupancy, assigned space, facility conditions, lease responsibilities, service levels, costs, and related administrative information; prepares reports and management summaries.

• Serves as liaison between departments, landlords, property managers, vendors, contractors, and internal service partners to coordinate facility repairs, maintenance, access, inspections, and other operational needs at leased locations.

• Coordinates building access, keys, badges, security systems, vendor access, and other site-access requirements for authorized employees, landlords, contractors, vendors, and service providers.

• Monitors facility performance and service levels at leased locations; documents unresolved issues; follows up on corrective actions; and recommends improvements to support safe, functional, and reliable facilities.

• Coordinates building systems, preventive maintenance activities and facility-related work with landlords, property managers, vendors, contractors, Facilities, Information Technology, Security, and other responsible parties.

• Develops annual lease and occupancy budgets; forecasts future rental obligations, contractual increases, operating costs, utilities, renewals, relocations, and other facility expenditures.

• Reviews lease-related and facility-service invoices, verifies charges and supporting documentation, and coordinates or authorizes payment requests in accordance with applicable procedures and approval requirements.

• Monitors utility expenditures and facility operating costs; analyzes trends; identifies variances; and recommends cost-control opportunities, including lease-versus-own analyses when requested.

• Performs related work as assigned.

Minimum education and experience requirements:

• Bachelor's Degree in Construction Management, Facility Management, Business or Public Administration or related discipline.

• Five (5) years of experience in real estate, facilities management, and access to KCREA (Kentucky Commercial Real Estate Association), including two (2) years of managerial experience.

• Equivalency: An equivalent combination of education, training and experience may be substituted.

Other minimum requirements:

• Must have Real Estate license.

• Must provide one's own source of transportation.

• Must wear safety equipment as mandated by OSHA.

• Must be on 24-hour call.

• Must work a varied schedule.

• Must possess and maintain a valid state driver's license with an acceptable driving history.

• Must complete the annual security awareness training.

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations. Unavoidable hazards (work environment): None.

Louisville Metro Government is an Equal Opportunity Employer. ADA requires the Louisville Metro Government to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Louisville Metro Government.

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.