Property Administrator

The Property Operations Administrator will work closely with the Operations team to support the comprehensive management and maintenance of iColo’s office area, shared facilities, and third-party offices. The ideal candidate will also provide general administrative and organizational assistance to ensure the seamless day-to-day operations of the site, office buildings, and exterior surfaces.

Key Responsibilities

Vendor Contract Administration and Document Management

• Maintain organized contract tracking systems and a centralized database for all vendor agreements.
• Maintain lease and property-related files, ensuring accurate and up-to-date records for easy retrieval.
• Ensure proper documentation and tracking of vendor contracts, certificates of insurance (COIs), and related communications.
• Monitor vendor performance and contract compliance to ensure adherence to iColo’s standards and service agreements.
• Collaborate with the Area Facility Manager to address vendor performance and compliance deviations promptly.
• Support the Operations team in maintaining an efficient and accessible filing system.

Operational Support

• Manage iColo’s front office operations and oversee the administration of shared facilities and third-party office spaces.
• Support the procurement of office goods and services in line with operational requirements.
• Coordinate and control physical access to the facility for clients, contractors, suppliers, and visitors.
• Support the preparation of annual budgets, forecasts, and monthly variance reports for operating and capital expenditures.
• Serve as the first point of contact for customer inquiries, ensuring prompt resolution through coordination with the Operations team.
• Coordinate and schedule maintenance activities with vendors and customers.
• Build and maintain effective working relationships with internal stakeholders, customers, vendors, and suppliers.
• Handle incoming calls and inquiries, ensuring accurate logging, ticket creation, and assignment to relevant teams (e.g., Billing, Support).
• Monitor and track service tickets to ensure timely resolution and closure in line with agreed SLAs, with accurate updates captured in the customer portal.
• Manage incoming mail and ensure proper distribution.
• Schedule and coordinate meetings and customer events, taking into account available office space.
• Track and coordinate timely renewal of licenses, permits, and memberships (e.g., City Council permits, OSHA compliance).
• Prepare and submit iColo Service Centre (ISC) reports to the Area Facility Manager and relevant stakeholders.
• Handle customer complaints by providing appropriate solutions within defined timelines and escalating where necessary.
• Ensure adherence to iColo policies, procedures, and operational standards.

Requirements

• Bachelor’s degree in Business Management, Public Relations, Communications, or a related field.
• Minimum of three (3) years’ experience in an administrative or customer service role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Familiarity with Customer Relationship Management (CRM) systems is an added advantage.

Desired Attributes and Skills

• Strong written and verbal communication skills, with the ability to engage effectively with stakeholders.
• Excellent organizational and time management skills, prioritizing tasks effectively.
• High attention to detail in documentation and data management.
• Customer-focused approach to handling queries professionally.
• Strong problem-solving skills and ability to identify issues early.
• Adaptable, resourceful, and proactive attitude.
• Basic financial acumen to support routine budget-related tasks.
• Dependability and punctuality.