Commercial Property Management – Contract Administrator | Market Street - The Woodlands

Commercial Property Management – Contract Administrator

 Title: Commercial Property Management – Contract Administrator 

Compensation: Based on Experience and Qualifications 

Reports to: General Manager 

Apply: [email protected] 

Purpose and Scope: 

We are looking to hire an analytical contract administrator to manage the drafting and revision of operational contracts as well as providing support for the general management and operations of the property. The Contract Administrator will analyze and interpret a wide range of documentation. The contract administrator will bid contract terms and conditions between various services. This position is accountable for establishing and maintaining various contractual files, calendars, timeline tracking, with all levels and aspects of property management including but not limited to, owners, managers, tenants, contractors, vendors, and the public. You will maintain files for contracts containing original contracts, relevant correspondence, amendments, clarifications, and payment schedules. To succeed in this role, you need to detect errors and inconsistencies in bids/proposals and have excellent analytical and excel skills. Ideal candidates are detail-oriented, accountable and are proficient multitaskers. 

Job Description: 

• Liaising with staff on all levels of the company to analyze and determine a comprehensive scope for contracts for bidding and operational functions 

• Communicate with vendors for a bid or communicate with Operations Director regarding bids. Prepare service contracts, verify compliance with rules and regulations. Sharing and clarifying contract processes, conditions and details with management, business partners and employees 

• Obtaining contract-related information from relevant parties, prepare license agreements, communicate regarding expirations 

• Inventory control – schedule and prepare documents for ownership as required 

• Ensuring relevant documentation accompany contracts and maintaining digital and hard copies of relevant documentation 

• Liaising between parties regarding contract development, and negotiations regarding terms and conditions, and drafting and revising changes as required 

• Maintain yearly calendar for keeping on task, meeting deadlines for contracts, agreements, ordering, etc. 

• Ensure filing systems are maintained and current 

• Implement procedural and policy changes to improve operational efficiency 

• Have an awareness of what sustainability means to the property by setting goals or understanding of KPI’s for the following: recycling programs, grease/cooking oil recycling, metal recycling, effective management of the property waste stream, maintain property LEED and IREM certifications 

Qualifications: 

• 7+ years of business administration 

• Proficient knowledge of legal and insurance language 

• Must have the ability to effectively communicate in English, verbally and in writing. Skills will be used to produce quality reports and correspondence as well as thorough instructions and directions 

• Must have the ability to effectively communicate in English, verbally and in writing. Skills will be used to produce quality reports and correspondence as well as thorough instructions and directions 

• Proven ability to compose and edit correspondence, create graphs, and develop layouts 

• Ability to read, write, interpret, and analyze documents such as leases, contracts, operating and maintenance instructions, and procedure manuals 

• Excellent communication skills, including ability to speak effectively with shoppers, tenants, vendors, community partners as well as fellow staff 

• Ability to maintain a high level of confidentiality 

• Strong attention to detail 

• Excellent judgement and decision-making skills 

• Excellent computer skills (Word, PowerPoint, Excel) 

• Proven problem solving and interpersonal skills 

• Able to cope with shifting priorities difficult situations and deadlines