Administrative Assistant for Property Management

Job title: Administrative Assistant for Property Management

About the Role The Administrative Assistant for Property Management provides high-level administrative, operational, and project support to the Executive Director of Property Management at Wayland Baptist University. This role coordinates departmental operations across the University’s diverse portfolio including real estate assets, fleet operations, insurance and risk management, procurement, capital projects, vendor relationships, and property records to ensure efficient administration of university owned properties and assets.

What You'll Do

• Provide direct administrative support to the Executive Director of Property Management, including calendar management, meeting scheduling, travel coordination, agenda preparation, and maintenance of departmental schedules.
• Prepare correspondence, reports, presentations, meeting minutes, and other business documents.
• Coordinate departmental communications with internal and external stakeholders; maintain confidential records, files, databases, and documentation; support special projects as assigned.
• Assist with the administration and tracking of university-owned properties (leases, easements, asset inventories, property tax documentation); coordinate documentation for oil, gas, and mineral interests.
• Support the administration of property, liability, fleet, and other insurance programs; maintain certificates of insurance (COIs), claims documentation, policy records, and renewal schedules; coordinate with insurance carriers, brokers, vendors, and university departments.
• Maintain fleet vehicle records, reservations, maintenance schedules, registrations, inspections, and usage documentation; coordinate vehicle assignments, registrations, inspections, repairs, and related records; monitor fleet policy compliance.
• Serve as a liaison between the Property Management office, vendors, contractors, consultants and university departments; support vendor onboarding and compliance documentation; track contracts, service agreements, renewals, and vendor performance metrics; initiate purchase requests, process invoices, reconcile expenditures, and assist with budget monitoring; support procurement activities and bid processes; maintain accurate purchasing, contract, and vendor records.
• Assist with the coordination of tracking capital projects, renovations, maintenance activities and construction initiatives; maintain project files, schedules, budgets, and supporting documentation; coordinate meetings with contractors, architects, engineers, consultants and internal stakeholders; support maintenance, housekeeping, and other service contracts; generate reports and track operational metrics.
• Assist with the implementation and maintenance of property management, work order, fleet management and asset tracking system.
• Assist with the recruitment, onboarding, scheduling, training, and supervision of work-study students; monitor student work assignments and time sheets for compliance with university policies and procedures; coordinate student support activities related to records management, inventory tracking, project support, and departmental initiatives.

What We're Looking For

• High school diploma or equivalent; three years of progressively responsible administrative support experience.
• Experience supporting property management, facilities management, procurement, contract administration, risk management, construction or related business functions preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Experience with enterprise resource planning (ERP), work order management, procurement, or asset management systems preferred.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and accuracy.
• Ability to analyze information, solve problems, and work independently.
• Ability to establish and maintain effective working relationships with faculty, staff, students, vendors, contractors, and external stakeholders.
• Knowledge of office procedures, records management, and business correspondence.
• Ability to adapt to changing priorities and perform effectively in a dynamic environment.

Nice to Have

• Experience with ERP, work order management, procurement, or asset management systems (preferred).

Compensation & Benefits

• Salary: Not disclosed.
• Benefits: Not listed.