Property Management Coordinator I

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Property Management

• Conducts inspections and photographs of vacant land and sidewalks for which PRA, PLB, and PHDC have ongoing property management responsibility in response to the City of Philadelphia’s Department of Licenses & Inspections (L&I) and Community Life Improvement Program (CLIP) violations, reports of unauthorized occupancy, nuisance complaints, insurance claims, and other property management matters.
• Posts Cease and Desist notices, Orders to Vacate, and other authorized notices for land and properties maintained by the agencies.
• Documents property conditions and prepares clear and accurate inspection findings and photographic records.
• Identifies property maintenance and remediation needs and prepares estimates of necessary repairs and replacements within the scope of assigned responsibilities. Engages landscaping subcontractors and the PHDC maintenance team to remediate violations.

Requests for Proposals (RFPs) and Contract Administration

• Inspects and photographs vacant land in preparation for the issuance of RFPs for property management services.
• Assists in the preparation of RFPs regarding the intent to solicit and engage third-party firms to provide services.
• Posts RFPs and related materials in accordance with established procedures.
• Monitors and inspects work performed by approved subcontractors to determine whether established contractual milestones have been achieved.
• Inspects completed subcontractor work and documents conformity with applicable requirements of the executed agreement.

Accounting and Recordkeeping

• Project cost allocation - identifies, accumulates, and assigns shared or indirect costs (like rent, utilities, or administrative salaries) to specific projects and work orders.
• Payroll cost allocation - distributes Maintenance employees’ total time across different departmental cost centers and projects. Invoice review - examines vendor bills before payment to verify accuracy, compliance, and legitimate charges to departmental cost centers and projects.

Performs other related duties as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of basic principles and practices related to property management, property maintenance, contract administration, and work order coordination.
• Knowledge of basic methods and practices used to identify property maintenance needs and estimate necessary repairs and replacements.
• Knowledge of basic accounting and recordkeeping principles and procedures applicable to project cost allocation, payroll cost allocation, invoice review, and maintenance of supporting documentation
• Knowledge of basic principles and procedures related to RFPs and the administration and monitoring of service contracts.
• Skill in performing basic mathematical calculations accurately and analyzing numerical information related to project costs, payroll allocations, invoices, and work orders.
• Skill in preparing and maintaining clear, accurate, and complete written inspection findings, reports, correspondence, and other documentation.
• Skill in documenting property conditions through photographs and electronic records
• Skill in reviewing and comparing information from multiple documents to identify errors, inconsistencies, and discrepancies.
• Ability to inspect vacant land and properties, identify and document property conditions, and determine maintenance and remediation needs within established procedures.
• Ability to monitor and inspect contractor work to determine and document progress and conformity with applicable contractual requirements.
• Ability to read and interpret contracts, work orders, scopes of work, invoices, property records, and other documents.
• Ability to review invoices and supporting documentation for accuracy, completeness, appropriate cost allocation, and consistency with authorized and completed work.
• Ability to accurately allocate project expenses and employee time among appropriate projects, work orders, and departmental cost centers.
• Ability to coordinate property maintenance and remediation activities with contractors, maintenance staff, departmental representatives, governmental agencies, and other stakeholders.
• Skill in using computers, spreadsheets, databases, mobile devices, and other technology used in property management, financial recordkeeping, and field inspection activities.
• Ability to organize and prioritize multiple assignments and follow matters through completion.
• Ability to identify discrepancies, resolve routine problems, and exercise sound judgment in determining when matters require escalation.
• Ability to communicate effectively and professionally, both orally and in writing.
• Ability to establish and maintain effective working relationships with PHDC staff, contractors, governmental agencies, and members of the public.

This is an administrative and field property management position responsible for coordinating the maintenance of vacant land and properties owned, managed, or administered by the Philadelphia Redevelopment Authority (PRA), Philadelphia Land Bank (PLB), and Philadelphia Housing Development Corporation (PHDC). The Property Management Coordinator administers related contracts and work orders; coordinates vendors, staff, and government agencies; conducts field inspections; maintains property and project records; estimates necessary repairs and replacements; allocates project and payroll costs; reviews invoices; responds to unauthorized occupants and other property-related issues; and works with members of the public, governmental agencies, contractors, and other stakeholders to resolve property management matters. Assignments involve the application of established procedures and practices to routine and moderately complex property management matters. Work is performed under general supervision, with unusual or complex matters being referred to superiors as appropriate.

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE

• Graduation from high school or possession of a GED or equivalent, and three (3) years of experience in property management, real estate, facilities or property operations, construction or project administration, contract or work order administration, or a related field.
• An associate's degree or higher in business administration, accounting, real estate, construction management, facilities management, public administration, or a related field may substitute for up to one (1) year of the required experience.
• An equivalent combination of education and experience that provides the applicant with the knowledge, skills, and abilities required to perform the essential functions of the position may be considered.

PHYSICAL REQUIREMENTS

• Work requires the ability to travel to and conduct inspections of vacant land, properties, and work sites throughout Philadelphia. Duties may require standing and walking; walking over uneven, unpaved, or potentially unstable surfaces; climbing stairs; bending, stooping, and reaching; and safely navigating vacant lots, vacant properties, and active or recently completed work sites.

LICENSES, REGISTRATIONS AND/OR CERTIFICATES

• Possession of a valid driver's license at the time of appointment and throughout employment in the position.