Property Specialist (Peabody Facilities)

The Johns Hopkins University; Baltimore (MD); On-site; USD 58,000 - 103,000; Full time

Job summary

Johns Hopkins University is seeking a Property Specialist for the Peabody Institute to oversee finance and maintenance for student residence halls and 10 rental properties. Responsibilities include managing leases, budgets, vendor relations, and compliance with all policies and regulations.

The role involves coordinating maintenance, tracking energy benchmarking, and ensuring timely invoicing and reporting. Strong customer service, MS Office and SAP skills are preferred.

Qualifications

• Bachelor’s degree required.
• Three years property management experience required.
• Additional education may substitute for experience where allowed by policy.

Responsibilities

• Generate legal actions and documents per state law.
• Maintain vendor/contractor communications and ensure timely invoicing and approvals.
• Maximize occupancy and show space to prospective tenants.
• Coordinate maintenance schedules and track progress of work.
• Ensure compliance with JHU and relevant safety regulations.
• Perform property inspections and recommend maintenance or reconditioning.
• Assist with tenant improvements and capital projects with Facilities.
• Respond to tenant needs and ensure timely problem resolution.
• Prepare service and construction agreements in line with JHU practices.
• Track Energy Star benchmarking data for accuracy.
• Administer leases to ensure compliance with agreements.
• Monitor financial transactions and leases for accuracy.
• Conduct daily operations with the Business Office and document properly.

Skills

Customer service

Vendor communications

Education

Bachelor’s Degree

Tools

Microsoft Office

SAP accounting

Job description

We are seeking a Property Specialist who will be responsible for finance and maintenance activities for student residence hall and 10 rental properties belonging to the Peabody Institute.

Specific Duties & Responsibilities

• Generate necessary legal action, documents, and process in accordance with State law.
• Provide constant vendor/contractor communications; ensure vendors are submitting invoices in timely manner. Ensure invoices are accurate and complete invoice approvals in a timely manner.
• Ensure property is rented to fullest capacity
• Coordinate maintenance schedules and follow up in progress of work completion.
• Learn and ensure compliance with all JHU, local, state, and federal safety rules.
• Perform regular property inspections and complete inspection report. Recommends alterations, maintenance and reconditioning as necessary.
• Work with the Director of Facilities to coordinate tenant improvement and capital projects.
• Respond to tenant needs, ensuring that administrative and building technical staff resolve problems promptly. Ensures services are provided in compliance with policies, procedures, regulations and contractual obligations and standards.
• Prepare all Service Agreement and Construction Agreement documents (including work authorizations, addendum's, amendments and contract approval forms) in compliance with JHU business practices.
• Track and maintain Energy Star benchmarking data so information is current and accurate.
• Administer all leases to assure compliance with provisions/agreement.
• Show space to prospective tenants.
• Communicate clearly and on a timely basis with the Business Office using and/or providing the appropriate documentation.
• Maintain compliance with all JHU personnel policies and procedures.
• Miscellaneous duties or projects as assigned by the Director of Facilities.

Budget and Finance

• Maintain accurate records of all transactions and submit on timely basis (i.e., rent rolls, delinquency reports, move-in/move-outs, etc.)
• Prepare annual budgets and income projections in a timely and accurate manner
• Ensure that all rents and late fees/check charges are collected, posted, and deposited in a timely manner
• Confirm all leases, contracts, and purchase orders to ensure accuracy and proper documentation.
• Assist Director of Facilities with the development and controlling of operating and capital budget.
• Manage and coordinate day-to-day financial transactions including accounts receivables and accounts payable.

Minimum Qualifications

• Bachelor’s Degree
• Three years property management experience
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Effective and professional customer service skills.
• Familiarity with Microsoft Office (word and Excel), SAP accounting software as well as ability to learn new software programs.

Classified Title: Property Specialist

Role/Level/Range: ATO 37.5/03/OH

Starting Salary Range: $58,136 - $103,376 Annually ($75,990 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: 37.5 hours per week

FLSA Status: Exempt

Location: Peabody Institute

Department name: Facilities

Personnel area: Peabody