Administrative Assistant Property Management

LOCATION: Wayland Baptist University (WBU) - Plainview Campus

Department: Property Management

SUPERVISED BY: Executive Director of Property Management

POSITION CLASSIFICATION: Full-Time, Non Exempt

POSITIONS SUPERVISED: Student Workers

Position Summary

The Administrative Assistant for Property Management provides high-level administrative, operational, and project support to the Executive Director of Property Management. This position serves as a central point of coordination for the departmental operations across the University’s diverse portfolio including real estate assets, fleet operations, insurance and risk management, procurement, capital projects, vendor relationships and property records.

This role supports the efficient administration of university owned properties and assets through effective communications, records management, project coordination and operational support. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Essential Duties and Responsibilities

Executive and Administrative Support

• Provide direct administrative support to the Executive Director of Property Management.
• Manage calendars, schedule meetings, prepare agendas, and coordinate travel arrangements and maintain departmental schedules.
• Prepare correspondence, reports, presentations, meeting minutes, and other business documents.
• Coordinate departmental communications with internal and external stakeholders.
• Maintain confidential records, files, databases and departmental documentation.
• Support special projects and perform other duties as assigned by the Executive Director, President, or Cabinet members.

Property, Asset and Risk Administration

• Assist with the administration and tracking of university owned properties, including residential rental properties, farms, ranches, and other real estate assets.
• Maintain records related to leases, easements, property agreements, asset inventories and property tax documentation.
• Coordinate documentation associated with oil, gas, and mineral interests.
• Support the administration of property, liability, fleet and other insurance programs.
• Maintain certificates of insurance (COIs), claims documentation, policy records and renewal schedules.
• Coordinate with insurance carriers, brokers, vendors, and University departments regarding insurance requirements and claims.
• Maintain fleet vehicle records, reservations, maintenance schedules, registrations, inspections and usage documentation.
• Coordinate vehicle assignments, registrations, inspections, repairs, and related records.
• Monitor compliance with fleet policies and procedures.

Procurement, Vendor and Contract Coordination

• Serve as a liaison between the Property Management office, vendors, contractors, consultants and University departments.
• Support vendor onboarding and maintain required compliance documentation, including certificates of insurance and contractual records.
• Track contracts, service agreements, renewals and vendor performance metrics.
• Initiate purchase requests, process invoices, reconcile expenditures and assist with budget monitoring.
• Support procurement activities and bid processes in accordance with university policies and procedures.
• Maintain accurate purchasing, contract and vendor records.

Project and Operational Support

• Assist with the coordination of tracking capital projects, renovations, maintenance activities and construction initiatives.
• Maintain project files, schedules, budgets, and supporting documentation.
• Coordinate meetings and communications with contractors, architects, engineers, consultants and internal stakeholders.
• Support the administration of maintenance, housekeeping, and other service contracts.
• Generate reports and track operational metrics to support departmental decision making.
• Assist with the implementation and maintenance of property management, work order, fleet management and asset tracking system.

Student Worker Coordination

• Assist with the recruitment, onboarding, scheduling, training, and supervision of work-study students assigned to the department.
• Monitor student work assignments and time sheets and compliance with university policies and procedures.
• Coordinate student support activities related to records management, inventory tracking, project support, and departmental initiatives.

Wayland Baptist University reserves the right to modify, interpret, or apply this job description as needed to meet operational requirements. This position performs other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Three years of progressively responsible administrative support experience required.
• Experience supporting property management, facilities management, procurement, contract administration, risk management, construction or other related business functions preferred.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with enterprise resource planning (ERP), work order management, procurement, or asset management systems preferred.

Knowledge, Skills, and Abilities

• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and accuracy.
• Ability to analyze information, solve problems, and work independently.
• Ability to establish and maintain effective working relationships with faculty, staff, students, vendors, contractors, and external stakeholders.
• Knowledge of office procedures, records management, and business correspondence.
• Ability to adapt to changing priorities and perform effectively in a dynamic environment.

Physical Requirements

• Ability to sit, stand, walk, bend, stoop, kneel, reach, climb stairs, and move throughout campus and University properties for extended periods.
• Ability to travel independently between campus facilities, residential properties, farms, ranches, and project sites as needed.
• Ability to occasionally work outdoors in varying weather conditions.
• Ability to lift, carry, push, and pull materials, supplies, files, and equipment weighing up to 50 pounds.
• Ability to inspect facilities, access storage areas, and navigate construction, maintenance, and operational environments safely.
• Ability to operate standard office equipment, including computers, printers, scanners, and mobile communication devices.

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Employees must be able and willing to travel and work on weekends and evenings. Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.