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GENERAL SUMMARY
The Property Administrator at the Houston Housing Authority (HHA) will be an integral part of the Real Estate Investment & Development (REID) Department, providing administrative and building facilities support to HHA staff.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Provide general administrative support to the REID department.
- Work closely with the IT department to support and troubleshoot technical issues as they arise.
- Purchase and maintain all office supply inventory.
- Serve as the primary contact for HHA staff building/office needs.
- Conduct property site walks inside and outside the HHA building to address any maintenance concerns.
- Coordinate maintenance and repairs with vendors, ensuring quality and timely completion.
- Manage property utility accounts, address billing issues, and process invoices.
- Oversee daily office operations, ensuring efficiency and effectiveness in all processes.
- Manage building facilities’ office budgets, including bookkeeping and vendor invoicing.
- Handle vendor management, ensuring timely service delivery and contract compliance.
- Maintain accurate filing systems and manage clerical duties as needed.
- Implement schedule management practices to optimize team productivity.
- Foster a positive work environment through effective team management and communication
- Perform other additional administrative responsibilities and tasks needed to support the team.
KNOWLEDGE, SKILLS AND ABILITIES
- Proven experience in office management or similar administrative roles.
- Strong organizational skills with the ability to manage multiple priorities effectively.
- Familiarity with medical office management is a plus.
- Proficiency in calendar management and scheduling software is essential.
- Excellent communication skills, both verbal and written, are required.
COMPLEXITY / SCOPE OF WORK
- The employee performs a wide variety of related tasks ranging from routine and repetitive to relatively complex. The employee should be adaptable to working in both office and virtual environments. Established procedures determine the course of action taken by the employee, the Director of Engineering, or grant-funded programs managers/operations representative.
- Tasks may have to be coordinated, integrated, and/or prioritized.
- A significant number of decisions may require independent judgment and initiative by the employee.
GUIDELINES
- These resources cover most job-related situations, although the employee occasionally must use independent judgment in making decisions. If resources and training do not adequately address a problem, the employee shall consult with the Director of Engineering or make a decision based on the nature of the circumstances.
SUPERVISORY CONTROLS
- The employee receives direction and guidance from the Senior Vice President of Asset Management and Development & Director of Engineering.
- The employee initiates routine duties without supervisory direction.
- Instructions to the employee may be general or specific in nature.
- Problems or situations not covered by instructions are usually referred to the Director of Engineering for resolution.
- The employee’s work is reviewed occasionally for accuracy, completion, and compliance with policies and procedures.
PERSONAL CONTACTS
- The employee has regular contact with executive employees, other Houston Housing Authority employees, board members, and residents.
- Intermittently, the employee has contact with regulatory agency personnel and personnel from other Authorities, state and local agencies, contractors, and business firms. The purpose of these contacts is to facilitate communication between executive staff members and other employees, as well as persons outside the Houston Housing Authority.
PHYSICAL DEMANDS / WORK ENVIRONMENT
- Level of manual dexterity sufficient to allow for the operation of a computer keyboard, computer mouse, telephone, facsimile machine, calculator, etc.
- Ability to move, handle, or lift small objects around the desk area, e.g., files, computer printouts, reports, calculator, pencils, legal pads, etc.
- Work is principally sedentary, at a desk, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, supplies, and materials.
MINIMUM QUALIFICATIONS
- High School Diploma.
- 2-3 years of administrative support experience or building property management.
- Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability.
- Proficiency with Microsoft Office applications, and aptitude for learning new software and systems.
- Ability to maintain confidentiality of company information.
- Bondable.
- Valid Texas driver's license
- Eligibility for coverage under Houston Housing Authority fleet auto insurance.
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
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