Property Administrator

Louisville Metro Government; Louisville (KY); On-site; USD 70,000 - 100,000; Full time

Job summary

Louisville Metro Government is seeking a skilled Facilities Occupancy Manager to administer the leased facility portfolio and occupancy program. You will oversee lease compliance, space utilization, and vendor coordination, ensuring efficient, safe, and cost-effective operation of occupied facilities.

The role reports independently with limited supervision and requires collaboration with multiple departments, landlords, and service partners to maintain accurate records and timelines.

Qualifications

• Bachelor’s degree in construction or facility management or related field.
• Five years in real estate or facilities management with two years in a managerial role.
• Real estate license required.

Responsibilities

• Coordinate occupancy requirements throughout the lease lifecycle.
• Monitor compliance with space-use agreements and landlord obligations.
• Maintain occupancy records, calendars, and related portfolio documentation.
• Track lease milestones and rent-related charges; escalate risks.
• Coordinate payments and reconciliations for operating expenses.
• Develop occupancy plans and conduct space utilization studies.
• Coordinate office assignments and space changes for leased facilities.
• Prepare reports and management summaries on occupancy.
• Ensure liaison between departments and landlords for repairs and services.
• Oversee access control and site security coordination.
• Monitor performance and cost controls; recommend improvements.
• Develop annual lease and occupancy budgets.

Skills

Facilities management

Lease administration

Vendor management

Budgeting

Cross-functional coordination

Regulatory compliance

Education

Bachelor’s degree in Construction Management or Facility Management or related field

Tools

Lease abstraction software

Facilities management software

Microsoft Excel

Job description

Summary Objective

The purpose of this position is to administer Louisville Metro Government's leased facility portfolio and occupancy management program. The position oversees facility occupancy administration, lease compliance, occupancy planning, space utilization, facility coordination, tenant relations, lease financial administration, organizational relocations, and facility-related service contracts. The position maintains accurate portfolio and occupancy records; monitors contractual obligations and facility service levels; coordinates with departments, landlords, property managers, vendors, and internal service partners; and recommends solutions that support efficient, safe, and cost-effective use of Louisville Metro's occupied facilities.

This class works independently, under limited supervision, reporting major activities through periodic meetings.

ESSENTIAL FUNCTIONS

• Coordinates facility occupancy requirements throughout the lease lifecycle, including commencement, amendments, renewals, extensions, expirations, and closeout activities.
• Monitors facility compliance programs with space-use agreements with landlord and Louisville Metro Government obligations, including maintenance, repair, access, insurance, utilities, operating expenses, and other contractual requirements.
• Maintains facility occupancy administration software, lease abstraction records, occupancy databases, floor plans, critical-date calendars, and related portfolio documentation.
• Tracks lease milestones, renewal options, notice requirements, rent escalations, insurance requirements, operating expense reconciliations, and other deadlines; initiates timely actions and escalates risks when appropriate.
• Coordinates payment review and facility-related charges and reconciles rental charges, common-area maintenance, taxes, insurance, utilities, and other operating expense pass‑through charges in accordance with lease terms.
• Develops and maintains facility occupancy plans; conducts space‑utilization studies; evaluates departmental space requests; and recommends reconfigurations, assignments, or other occupancy solutions.
• Coordinates office assignments, workstation planning, floor plans, departmental space changes, and readiness activities for leased facilities.
• Maintains accurate records of occupancy, assigned space, facility conditions, lease responsibilities, service levels, costs, and related administrative information; prepares reports and management summaries.
• Serves as liaison between departments, landlords, property managers, vendors, contractors, and internal service partners to coordinate facility repairs, maintenance, access, inspections, and other operational needs at leased locations.
• Coordinates building access, keys, badges, security systems, vendor access, and other site‑access requirements for authorized employees, landlords, contractors, vendors, and service providers.
• Monitors facility performance and service levels at leased locations; documents unresolved issues; follows up on corrective actions; and recommends improvements to support safe, functional, and reliable facilities.
• Coordinates building systems, preventive maintenance activities and facility‑related work with landlords, property managers, vendors, contractors, Facilities, Information Technology, Security, and other responsible parties.
• Develops annual lease and occupancy budgets; forecasts future rental obligations, contractual increases, operating costs, utilities, renewals, relocations, and other facility expenditures.
• Reviews lease‑related and facility‑service invoices, verifies charges and supporting documentation, and coordinates or authorizes payment requests in accordance with applicable procedures and approval requirements.
• Monitors utility expenditures and facility operating costs; analyzes trends; identifies variances; and recommends cost‑control opportunities, including lease‑versus‑own analyses when requested.
• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s Degree in Construction Management, Facility Management, Business or Public Administration or related discipline.
• Five (5) years of experience in real estate, facilities management, and access to KCREA (Kentucky Commercial Real Estate Association), including two (2) years of managerial experience.
• EQUIVALENCY: An equivalent combination of education, training and experience may be substituted.

OTHER MINIMUM REQUIREMENTS:

• Must have Real Estate license.
• Must provide one's own source of transportation.
• Must wear safety equipment as mandated by OSHA.
• Must be on 24-hour call.
• Must work a varied schedule.
• Must possess and maintain a valid state driver’s license with an acceptable driving history.
• Must complete the annual security awareness training.

PHYSICAL DEMANDS:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Louisville Metro Government is an Equal Opportunity Employer. ADA requires the Louisville Metro Government to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man‑made or natural) to meet the business needs of Louisville Metro Government.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on‑the‑job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.