Property Administrator

Property Administrator

Purpose The Property Administrator works closely with the Property Manager to support the comprehensive management and maintenance of Digital Realty’s Non-White Space areas, including non-DC buildings and Digital Realty-owned office spaces. This role involves providing crucial administrative and organizational assistance to ensure the seamless daily operations of office buildings and exterior surfaces. The Property Administrator plays a key role in implementing Digital Realty standards, policies, and procedures within their designated property or portfolio.

Job Magnitude

Latitude: Position reports directly to the Head of UK & IE Property Operations (or Property Manager). Internal contact is with Operations teams, Security, Human Resources, Finance, Sales, and Customer Operations. External contact is with third-party suppliers, customers, and vendors.

Level of Impact: The Property Administrator supports the Property Operations team by helping to ensure that non-white spaces are managed effectively, on budget, and well-documented.

Responsibilities and Duties

Overall Responsibilities:

Collaborate with cross-functional teams to gather relevant data for vendor performance evaluations.

Communicate effectively with internal teams to address administrative aspects of vendor contracts and compliance.

Identify opportunities for process improvement within the administrative aspects of vendor contract management.

Assist in implementing streamlined procedures to enhance overall efficiency.

Vendor Contract Administration:

• Maintain organized contract tracking through detailed lists and a centralized database.
• Ensure accurate and up-to-date records for easy retrieval.
• Collaborate with the Property Manager to address deviations promptly.
• Assist in monitoring vendor contract compliance with global standards.
• Support the process of requesting Certificates of Insurance (COIs) from vendors.
• Manage a comprehensive and regularly updated database of critical vendors.
• Collaborate in managing Vendor KPIs for Non-White Space areas.
• Assist in data collection for contractor performance assessments.
• Contribute to quarterly vendor scoring reports.
• Provide administrative support in coordinating vendor communication.
• Assist in scheduling and facilitating meetings related to vendor performance and contract management.
• Operational Support:
• Assist the Property Manager in managing Digital Realty’s Non-White Space areas, including non-DC buildings and Digital Realty-owned office spaces.
• Support in overseeing and coordinating the purchase of all office goods and services.
• Assist in maintaining accurate records and facilitating procurement processes.
• Organize site access as required, including vendors, contractors, and third-party suppliers.

Finance:

• Provide administrative oversight for site operational purchase orders, receipting, and invoicing.
• Liaise with finance to ensure accuracy and compliance in financial transactions.
• Assist in ensuring the effective management of the purchase order process for vendors.
• Coordinate administrative responsibilities with necessary finance teams.
• Complete manual power billing, remote hands, and rechargeables on a monthly basis, liaising with energy suppliers and Property Operations Managers as required.

Document Management:

• Ensure proper documentation of all vendor contracts, COIs, and related communications.
• Support the Property Manager in maintaining a well-organized and accessible filing system.

Additional Duties and Responsibilities:

• Adhere to and promote our company values across the organization.
• Actively engage and participate in team meetings, offering insights and suggestions for improvements.
• Collaborate within an agile, matrix environment, ensuring efficient cross-functional teamwork and adaptability.

Competencies:

Efficiently manage office tasks and utilize relevant software.

Effective Communication: Clear and concise communication with team members, vendors, and proprietors.

Organizational Skills: Prioritize tasks and maintain an organized work environment.

Attention to Detail: Ensure accuracy in reports, documentation, and data entry.

Customer Service: Professionally assist with internal and external customer queries and provide support.

Adaptability: Flexibility in handling changing priorities and tasks.

Team Collaboration: Collaborate effectively with colleagues and support team goals.

Basic Financial Understanding: Handle basic financial tasks and support budget-related activities.

Problem-Solving: Identify and propose practical solutions; escalate issues appropriately.

Initiative: Proactively approach tasks and take on additional responsibilities as needed.

Expertise:

Previous experience providing administrative support, preferably in a similar environment.

Soft Skills:

Environmentally friendly thinking.

Concise and effective communication.

Language Skills:

Fluent in English, written and oral.

Qualifications:

A proven record of providing excellent internal and external customer service.

Experience working across different systems and procedures is a strong plus.