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University at Buffalo · 1 month ago

Property Operations Coordinator

Buffalo, NY

Full-time

Onsite

Entry, Mid Level

The University at Buffalo Foundation is seeking a Property Operations Coordinator to manage the day-to-day operations of The Commons, a commercial retail and office facility. This role involves overseeing tenant relationships, lease administration, and financial reporting.

EducationHardwareKnowledge ManagementUniversities

Responsibilities

Oversee the daily operations of The Commons, including service contracts, tenant relations, leasing, and vendor coordination

Coordinate with outsourced property management company and maintenance vendors to ensure timely repairs and preventive maintenance

Respond to tenant inquiries and resolve issues professionally and efficiently

Review and approve routine maintenance projects under $10,000

Evaluate maintenance contracts annually and recommend improvements

Assist in preparing the annual operating budget for The Commons

Develop multi-year capital project budget projections for leadership and board approval

Monitor operating expenses and support cost control efforts

Provide regular reports on rent collections, financial performance, and occupancy levels

Track rent payments from tenants at The Commons and other UBF properties

Ensure timely invoicing and follow-up on outstanding balances

Oversee the rent collection process, including late payment reminders and tenant resolution efforts

Support the creation and administration of new lease agreements

Monitor lease renewals and assist with tenant retention strategies

Screen prospective new tenants and help prepare letters of intent

Collaborate with third-party leasing consultants and evaluate their performance annually

Coordinate with UB’s Campus Living team on operational matters for six UBF-owned student housing complexes

Collaborate with UB’s Real Estate & Property Management team on other UBF-owned properties, including a technology incubator, art gallery, and private residence

Compile and prepare documentation for timely insurance claims across all UBF properties

Qualification

Property ManagementFinancial AcumenLease AdministrationTenant RelationsBudget PreparationVendor CoordinationSoft Skills

Required

Availability during non-standard hours, including evenings and weekends, to respond to emergencies and tenant needs

Balance of operational management and financial acumen

Experience in managing tenant relationships

Experience in lease administration

Experience in rent collection

Ability to oversee daily operations of a commercial retail and office facility

Experience coordinating with outsourced property management companies and maintenance vendors

Ability to respond to tenant inquiries and resolve issues professionally and efficiently

Experience in reviewing and approving routine maintenance projects

Ability to evaluate maintenance contracts and recommend improvements

Experience in preparing annual operating budgets

Ability to develop multi-year capital project budget projections

Experience monitoring operating expenses and supporting cost control efforts

Ability to provide regular reports on rent collections, financial performance, and occupancy levels

Experience tracking rent payments and ensuring timely invoicing

Ability to oversee the rent collection process, including late payment reminders

Experience supporting the creation and administration of new lease agreements

Ability to monitor lease renewals and assist with tenant retention strategies

Experience screening prospective new tenants and preparing letters of intent

Ability to collaborate with third-party leasing consultants and evaluate their performance

Experience coordinating with campus living teams on operational matters for student housing complexes

Ability to collaborate with real estate and property management teams on various properties

Experience compiling and preparing documentation for insurance claims

Benefits

Great benefits

Great people

Company

University at Buffalo

University at Buffalo is a premier, research-intensive public university and a member of the Association of American Universities It is a sub-organization of The State University of New York.

Founded in 1846