Property Management Administrator; Hybrid in Rochester, NY

Job Description:

This position requires onsite work with some flexibility to work from home. A minimum of three days per week onsite at our Rochester, Court Street Office should be expected to support events and building occupants.

Under the guidance of assigned leadership, this role provides essential support to the Corporate Services and Workplace Solutions organization, ensuring the effective delivery of lease administration and facility services across the enterprise. The incumbent is responsible for managing post-transaction lease activities—including payments, notifications, and data integrity—while maintaining accurate real estate records. Additionally, the role ensures facility services are delivered and aligned with corporate and divisional goals while supporting internal customer needs.

The Administrator also leads and sustains various projects that enhance departmental operations and improve the workplace experience for building occupants throughout the organization.

• Manages documentation of lease renewals, terminations, and retirements. Ensures compliance with lease terms and financial obligations.
• Verifies real estate taxes and common area charges; schedule payments via Lease Query.
• Maintains accurate records of lease transactions, landlord notices, and correspondence.
• Submits annual tax exemption certifications to municipalities and real estate contract documents into Bright Flag.
• Serves as SME for Lease Query, resolving vendor and payment issues; maintain property data.
• Creates custom reports for audits and lease activity tracking.
• Maintains Real Estate Portfolio dashboard in Power
  
  BI, including lease abstracts and periodic occupancy and capacity reporting.
• Owns SharePoint development and maintenance for departmental use.

• Collaborates with Accounting, Finance, and Property Management to audit operating expense billing and reconciliations.
• Administers sublease payments and operating cost invoicing for tenants and subsidiaries.
• Coordinates with Facilities and management on rent adjustments for internally performed work requiring lease modifications.
• Acts as liaison in landlord disputes and maintain relationships with property managers.

• Serves as the primary customer contact for Corporate Real Estate and Facilities organization. Supports other regions as needed. Handles employee inquiries and follows-up to ensure clarification and customer satisfaction; go to person for facilities support to Governance Board meetings, Regional Advisory Board meetings, JFF activities, Micro Mart and Fitness Centers.
• Manages vendor relationships, including contracting for services and overseeing work performed by contractors and vendors.
• Responsible for maintaining building access badging for the Rochester area. Maintains badging records for new and terminated employees in compliance with Corporate Policy.
• Exports employee photos to Interactive Organization Charts.
• Event support
  • Provides guidance and support, aligning Facility Services with customer's business needs.
  • Leads coordination meetings to discuss and determine scope and to work with internal stakeholders and external vendors to plan facilities related support and implementation for both on-site and off-site events with both internal and external guests in mind.
  • Be present for, and available during, on-site events.

• Updates internal policies, collaborates with Corporate Communications to develop Real Estate and Facilities related communications and updates Facilities webpage to inform corporate users.
• Acts as primary contact for Rochester based employee overflow parking.
• Creates Purchase Order requests and works with Facilities and Procurement teams to identify solutions for scarce or unusual Facilities related items.
• Manages inventory and distribution of critical items including but not limited to PPE and disinfecting supplies.
• Manages Corporate Real Estate & Facilities Organization electronic content to include, but not limited to, Fingertips and SharePoint. Serves as the RIM Custodian. Maintains working knowledge of conference room technology.
• Assists…