About the Role
The Property Operations Administrator will work closely with the Operations team to support comprehensive management and maintenance of iColo's office area, shared facilities and third-party offices. The Ideal candidate will also provide general administrative and organizational assistance to ensure the seamless day-to-day operations of the site, office buildings and exterior surfaces.
Duties and Responsibilities
Vendor Contract Administration and Document Management
Maintain organized contract tracking systems and centralized database for all vendor agreements.
Maintain lease and property related files and ensure accurate and up-to-date records for easy retrieval.
Ensure proper documentation and tracking of vendor contracts, certificates of insurance (COIs) and related communications.
Monitor vendor performance and contract compliance to ensure adherence to iColo's standards and service agreements.
Collaborate with Area Facility Manager to address vendor performance and compliance deviations promptly.
Support the Operations team in maintaining an efficient and accessible filing system.
Operational Support
Manage iColo's front office operations and oversee the administration of shared facilities and third-party office spaces.
Support the procurement of office goods and services in line with operational requirements.
Coordinate and control physical access to the facility for clients, contractors, suppliers and visitors.
Support the preparation of annual budgets, forecasts and monthly variance reports for operating and capital expenditures.
Serve as the first point of contact for customer inquiries, ensuring prompt resolution through coordination with the Operations team.
Coordinate and schedule maintenance activities with vendors and customers.
Build and maintain effective working relationships with internal stakeholders, customers, vendors and suppliers.
Handle incoming calls and inquiries, ensuring accurate logging, ticket creation and assigning to the relevant teams (e.g., Billing, Support).
Monitor and track service tickets to ensure timely resolution and closure in line with agreed SLAs, with accurate updates captured in the customer portal.
Manage incoming mail and ensure proper distribution.
Schedule and coordinate meetings and customer events, taking into account available office space.
Track and coordinate timely renewal of licenses, permits and memberships (e.g., City Council permits, OSHA compliance).
Prepare and submit iColo Service Centre (ISC) reports to the Area Facility Manager and relevant stakeholders.
Handle customer complaints by providing appropriate solutions within defined timelines and escalating where necessary.
Ensure adherence to iColo policies, procedures and operational standards.
Any other duties assigned.
Minimum Requirements
Bachelor's degree in Business Management, Public Relations, Communications or a related field.
Minimum of three (3) years' experience in an administrative or customer service role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
Familiarity with Customer Relationship Management (CRM) systems is an added advantage
The ideal candidate will need to have:
Strong written and verbal communication skills, with the ability to engage effectively with team members, vendors and stakeholders.
Excellent organizational and time management skills, with the ability to prioritize tasks and manage competing demands.
High attention to detail, ensuring accuracy in documentation, reporting and data management.
Customer-focused approach, with the ability to handle internal and external queries professionally.
Strong problem-solving skills, with the ability to identify issues, propose solutions and escalate where necessary.
Ability to work both independently and collaboratively within a team environment.
Adaptable and resourceful, with the ability to respond effectively to changing priorities.
Basic financial acumen to support routine financial and budget-related tasks.
Proactive attitude, demonstrating initiative and willingness to take on additional responsibilities.
People-oriented approach, with the ability to build effective working relationships.
Dependability, with a strong sense of reliability and punctuality.