Property Operations Coordinator

University at Buffalo; Buffalo (NY); Hybrid; USD 60,000 - 68,000; Full time

Job summary

University at Buffalo Downtown Campus is seeking a Property Operations Coordinator to oversee operations, tenant relations, maintenance, and capital projects across downtown and off-campus properties.

The role reports to the Assistant Director of Real Estate & Property Management and requires travel between campuses, after-hours availability, and a strong focus on project management and customer service to support the university’s real estate portfolio.

Qualifications

• Bachelor’s degree or higher in relevant fields or equivalent experience in property management or facilities operations.
• Associate’s degree with two years of related experience.
• Four years of progressively responsible experience in property management, facilities operations, space planning, or real estate administration.

Responsibilities

• Manage operational, maintenance, and administrative aspects of assigned properties.
• Serve as liaison for tenants, campus partners, and external stakeholders.
• Travel regularly to properties to oversee maintenance, meet tenants and vendors, and ensure standards.
• Conduct routine property inspections and coordinate corrective actions for safety and compliance.
• Identify maintenance, repair, and capital improvement needs for properties.
• Oversee project implementation from planning through completion within budgets.
• Develop scopes of work and assist with bids, RFPs, and service contracts.
• Monitor contractor performance and coordinate vendors for services.
• Collaborate with Procurement Services, Facilities Operations, and UB Foundation to support operations.
• Coordinate and track work orders and service activities for timely resolution.
• Assist in operating and capital budget projections and cost-control initiatives.
• Respond to tenant concerns and emergencies in a professional manner.
• Maintain property records, vendor documentation, and service agreements.
• Support initiatives that enhance portfolio functionality, appearance, and value.
• Manage stakeholder expectations and provide exceptional customer service.

Skills

Project management

Customer service

Communication

Travel ability

Problem-solving

Team coordination

Budget tracking

Education

Bachelor’s degree in Facilities Management, Architecture, Construction Management, Business Administration, Public Administration, Engineering Technology, Urban Planning, or related field

Associate’s degree with two years of related experience

Four years of progressively responsible experience in property management or facilities operations

Tools

AutoCAD

Photoshop

Microsoft Office

Job description

The Property Operations Coordinator is a supportive role in the overall management, operation, and stewardship of a portfolio of downtown and off-campus properties owned by the State of New York and the University at Buffalo Foundation. The position serves as the primary point of contact for assigned properties, overseeing building operations, tenant relations, maintenance activities, capital improvement projects, and vendor services to ensure safe, functional, and well-maintained facilities.

The Property Operations Coordinator reports directly to the Assistant Director of Real Estate & Property Management and works closely with the University at Buffalo Foundation, Facilities Operations, campus departments, tenants, and external service providers to support the university’s real estate and property management objectives. This position requires strong organizational, communication, and project management skills, as well as the ability to independently prioritize multiple responsibilities.

The primary office location for this position is located on the University at Buffalo’s downtown campus; however, the role requires frequent travel between all three campuses and off-campus properties to oversee operations, inspections, maintenance activities, tenant needs, and capital projects. A valid driver’s license and the ability to travel regularly throughout the university’s real estate portfolio are required.

Because assigned properties operate beyond traditional business hours, the incumbent must be available to respond to emergencies, tenant issues, and operational needs during evenings and weekends as required.

About the Real Estate and Property Management Office

The Real Estate and Property Management Office supports the University at Buffalo’s mission by acquiring, managing, and disposing of real property assets to meet the university’s strategic needs. The department oversees a diverse portfolio of university-owned and affiliated properties, facilitates property transactions, manages tenant and partner relationships, and collaborates with campus stakeholders to ensure properties are effectively maintained, utilized, and positioned to support long-term institutional goals.

Responsibilities of the Property Operations Coordinator Include, But Are Not Limited To

• Manage operational, maintenance, and administrative aspects of assigned properties.
• Serve as the liaison for tenants, occupants, campus partners, and external stakeholders.
• Travel regularly to assigned properties to meet with tenants and vendors, oversee maintenance and construction activities, and ensure operational standards are maintained.
• Conduct routine property inspections and coordinate corrective actions to maintain building standards, safety, and regulatory compliance.
• Identify maintenance, repair, and capital improvement needs for assigned properties.
• Oversee project implementation from planning through completion within approved budgets.
• Develop scopes of work, solicit competitive bids, and assist with the preparation, evaluation, and administration of Requests for Proposals (RFPs) and service contracts for assigned properties.
• Monitor contractor performance and coordinate vendors providing maintenance, repair, construction, and other property-related services.
• Collaborate with Procurement Services, Facilities Operations, the University at Buffalo Foundation, and other campus units to support property operations and project delivery.
• Coordinate and track work orders, maintenance requests, and service activities to ensure timely resolution.
• Assist in the development of operating and capital budget projections for assigned properties.
• Monitor expenditures and support cost-control initiatives to ensure responsible stewardship of university resources.
• Respond to tenant concerns, operational issues, and emergency situations in a professional and customer-focused manner.
• Maintain property records, vendor documentation, service agreements, and related operational reports in accordance with established policies and procedures.
• Support strategic initiatives that enhance the functionality, appearance, and value of the university’s real estate portfolio.
• Manage stakeholder expectations while providing exceptional customer service and maintaining positive working relationships.

Applicants must be authorized to work in the United States by their start date. The University at Buffalo does not guarantee that it will sponsor, support, or otherwise assist with obtaining work authorization.

• Our benefits , where we prioritize your well-being and success to enhance every aspect of your life.

The University at Buffalo is an equal opportunity employer (EOE) and welcomes all to apply including veterans and individuals with a disability.

Minimum Qualifications

• Bachelor’s degree in Facilities Management, Architecture, Construction Management, Business Administration, Public Administration, Engineering Technology, Urban Planning, or a related field OR Associate’s degree in a related field and two (2) years of professional experience in property management, facilities operations, space planning, construction management, building operations, or a related field OR Four (4) years of progressively responsible experience in property management, facilities operations, space planning, construction, real estate administration, or building management.
• Valid Class D driver’s license and the ability to travel regularly between university-owned, affiliated, downtown, and off-campus properties.
• Applicants must be authorized to work in the United States by their start date. The University at Buffalo does not guarantee that it will sponsor, support, or otherwise assist with obtaining work authorization.
• Experience managing or coordinating building operations, property maintenance, facility projects, or real estate activities.
• Knowledge of space planning principles, occupancy utilization, and the coordination of space needs within commercial, institutional, or higher education facilities.
• Working knowledge of applicable building codes, accessibility requirements ( ADA ), fire and life safety requirements, and other regulatory requirements affecting facility operations and occupancy.
• Experience coordinating contractors, vendors, consultants, and service providers.
• Experience preparing cost estimates, budgets, financial projections, or tracking operational expenditures.
• Demonstrated project management, organization, and problem-solving skills.
• Excellent customer service and communication skills, with the ability to effectively interact with tenants, campus stakeholders, and external partners.
• Proficiency with Microsoft Office applications, including Excel, Word, Outlook, and Teams.
• Ability to inspect facilities, identify operational or maintenance concerns, and coordinate corrective actions.
• Ability to respond to emergency situations and operational issues outside normal business hours, including evenings and weekends.

Preferred Qualifications

• Experience managing commercial, institutional, or higher education properties.
• Experience with space planning, tenant relations, and lease administration.
• AutoCAD and Photoshop experience.

Physical Demands

• Occasionally move about inside occupied and unoccupied properties, including, throughout facilities and surrounding grounds
• Ability to ascend and descend stairs and ladders when performing property inspections and evaluating facility conditions, and occasionally rooftops.
• Constantly positions self to access mechanical rooms, utility spaces, including basements, construction areas, and other building locations.
• Frequently moves materials, equipment, or supplies weighing up to 25 pounds across campus.
• Constantly operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer).

Driving Requirements

Driving Requirements A Class D driver’s license is a required minimum qualification for this position. Employees must operate university owned vehicles for business purposes and be enrolled in the LENS program to verify license validity.

Salary Range

Salary Range $60,245 - $67,500

Job Type

Job Type Full-Time

Campus

Campus Downtown Campus

Background Check

Yes

Background Check Notification For non-internal applicants: a selected candidate will have to complete and pass a background check prior to appointment.

Union & Diversity Statement

UB is an AA/EOE and welcomes all to apply including veterans and individuals with disabilities. Arrangements will be made if an applicant has a disability in order to provide access to the application, interview and selection process upon request. Reasonable accommodation requests must be made in a timely manner by email at [e-mail] or by phone [phone].