POSITION TITLE: Properties Administrator

DEPARTMENT or DIVISION: Properties

APPOINTMENT INFORMATION: Full-Time, Exempt, Onsite

SUPERVISOR'S TITLE: Senior Real Estate Manager

JOB SUMMARY

The Properties Administrator provides professional oversight and coordination for the Properties division, serving as a key point of contact for commercial tenants, and helping to cultivate positive tenant and customer experiences across the Port of Everett's growing real estate portfolio. Primary responsibilities center on proactive and responsive tenant relations, lease and contract administration, and property-related operations and programs coordination.

This position acts as a key liaison between commercial tenants, internal Port departments, third party consultants and contractors, as well as external stakeholders to ensure properties are effectively managed, maintained, and aligned with Port policies, agreements, and operational objectives. The role also supports business development and special projects as needed to advance the Port's commercial real estate and destination waterfront objectives.

ESSENTIAL FUNCTIONS

• Provide responsive, courteous customer service that supports strong tenant relationships
• Coordinate new tenant onboarding, introductions, and ongoing engagement
• Communicate regularly with tenants, both verbally and in writing, to share relevant information, schedules, instructions, notifications, and updates as needed
• Respond promptly and professionally to tenant inquiries, maintenance requests, and concerns, ensuring timely updates and follow through
• Respond to and help resolve tenant emergencies during work hours, nights and weekends
• Maintain and distribute tenant documents including Tenant Handbook, Best Management Practices, policies, and other documents
• Coordinate tenant meetings, outreaches and engagement (i.e. Tenant Talks, open houses, info sessions, alerts, etc.); collaborate with Communications department as appropriate
• At direction of department leadership, help prepare lease agreements and related documents, including, but not limited to, new leases, rental agreements, amendments, renewals, terminations, temporary agreements, etc.
• Provide data and analysis to support lease negotiations and help achieve favorable terms
• Maintain accurate lease records using lease management software; track key dates, including rent adjustments, expirations, renewal options, and related milestones
• Track lease and other agreement terms and obligations to ensure compliance and appropriate revenue collection (i.e. rent, CAM charges, etc.)
• Ensure tenant and property information remain accurate and up to date
• Routinely inspect common areas for janitorial needs, supply shortages, safety concerns, or other issues relevant to a well-maintained property; report/address items as appropriate
• Oversee tenant billback workflows
• Verify and code property invoices for accuracy and compliance with agreements and contracts prior to approval
• Review and prepare monthly financial reports for approval
• Evaluate costs and revenue performance for the department to help identify areas where expenses can be recaptured or reduced, and where new or expanded revenue can be developed
• Collaborate with department leadership on annual operating and capital budget development
• Coordinate with the procurement team on contracting for the properties division; develop required scope for third party services and purchasing, and administer select contracts from start to finish
• Collaborate with Communications team in development of properties and leasing materials and marketing assets
• Track real estate market trends and industry developments that may impact the Port's strategic, financial, or operations decisions
• Coordinate and support property tours for prospective tenants and leasing opportunities
• Create, post, and maintain information on property and lease availability on Port's website and 3rd party listing services
• Support visitor experience through administration of key waterfront programs, including the Port's parking management program, master signage program, and public art program
• Act as the Properties department point of contact for reviewing special event uses
• Attend, participate and present at public meetings as applicable
• Perform other duties and project assignments as directed to meet operational needs

Requirements

Knowledge, Skills, & Abilities (KSA's):

The following KSAs ensure we maintain a knowledgeable, capable, and professional workforce aligned with our mission. All employees are expected to:

• Demonstrate expertise specific to their profession and maintain appropriate licensing/certification.
• Possess intermediate level personal computer skills and the ability to effectively utilize electronic communication systems.
• Display the diplomacy necessary to address sensitive issues or complaints-both public and private.
• Possess effective conflict resolution and personal negotiation skills.
• Exhibit high ethical standards in the execution of position responsibilities.
• Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful, solution oriented and knowledgeable.
• Communicate effectively in English, including the ability to read, write, analyze and interpret complex documents and other written material.
• Have the ability to make effective and persuasive group presentations.
• Have the ability to obtain a Transportation Worker Identification Credential (TWIC).
• Possess a valid driver's license and maintain insurability under the Port's auto insurance plan.
• Respond to evening, night and or weekend concerns/needs as required to fulfill position responsibilities.

Preferred Work Experience:

• At least three (3) years of experience demonstrating progressive growth in building or property management, preferably at a mixed-use property or tourist destination
• At least two (2) years of experience working directly with commercial tenants, preferably with heavy retail focus
• Experience with Yardi Voyager property management software
• Experience working with public boards or commissions and community groups
• Experience delivering elevated, high-quality guest experience

Preferred Knowledge, Skills & Abilities:

• Bachelor's degree in business, management or related field
• Proven ability to deliver high-quality customer service, through strong communication, attention to detail and efficient organization of tasks
• Ability to maintain a high level of confidentiality
• Knowledge of public sector contracting and procurement processes

Physical Requirements and Working Conditions

• Able to sit or stand for extended periods while performing administrative tasks
• Able to occasionally move between departments around the facility
• Able to operate office equipment such as computers, printers, and telephones
• Able to ascent and descend stairs safely and efficiently
• Able to tolerate a work environment that is moderate to noisy
• Able to lift 25lbs occasionally
• Able to occasionally bend or reach

Incumbents must be physically able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Salary Description

$85,000-$90,000