Property Management Administrator (Hybrid in Rochester, NY)

About the position This position requires onsite work with some flexibility to work from home. A minimum of three days per week onsite at our Rochester, Court Street Office should be expected to support events and building occupants. Summary: Under the guidance of assigned leadership, this role provides essential support to the Corporate Services and Workplace Solutions organization, ensuring the effective delivery of lease administration and facility services across the enterprise. The incumbent is responsible for managing post-transaction lease activities—including payments, notifications, and data integrity—while maintaining accurate real estate records. Additionally, the role ensures facility services are delivered and aligned with corporate and divisional goals while supporting internal customer needs. The Administrator also leads and sustains various projects that enhance departmental operations and improve the workplace experience for building occupants throughout the organization.

Responsibilities

• Manages documentation of lease renewals, terminations, and retirements.
• Ensures compliance with lease terms and financial obligations.
• Verifies real estate taxes and common area charges; schedule payments via LeaseQuery.
• Maintains accurate records of lease transactions, landlord notices, and correspondence.
• Submits annual tax exemption certifications to municipalities and real estate contract documents into Bright Flag.
• Serves as SME for LeaseQuery, resolving vendor and payment issues; maintain property data.
• Creates custom reports for audits and lease activity tracking.
• Maintains Real Estate Portfolio dashboard in PowerBI, including lease abstracts and periodic occupancy and capacity reporting.
• Owns SharePoint development and maintenance for departmental use.
• Collaborates with Accounting, Finance, and Property Management to audit operating expense billing and reconciliations.
• Verifies invoice accuracy and resolve billing discrepancies.
• Administers sublease payments and operating cost invoicing for tenants and subsidiaries.
• Coordinates with Facilities and management on rent adjustments for internally performed work requiring lease modifications.
• Acts as liaison in landlord disputes and maintain relationships with property managers.
• Serves as the primary customer contact for Corporate Real Estate and Facilities organization.
• Supports other regions as needed.
• Handles employee inquiries and follows-up to ensure clarification and customer satisfaction; go to person for facilities support to Governance Board meetings, Regional Advisory Board meetings, JFF activities, MicroMart and Fitness Centers.
• Manages vendor relationships, including contracting for services and overseeing work performed by contractors and vendors.
• Responsible for maintaining building access badging for the Rochester area.
• Maintains badging records for new and terminated employees in compliance with Corporate Policy.
• Exports employee photos to Interactive Organization Charts.
• Provides guidance and support, aligning Facility Services with customer's business needs.
• Leads coordination meetings to discuss and determine scope and to work with internal stakeholders and external vendors to plan facilities related support and implementation for both on-site and off-site events with both internal and external guests in mind.
• Be present for, and available during, on-site events.
• Updates internal policies, collaborates with Corporate Communications to develop Real Estate and Facilities related communications and updates Facilities webpage to inform corporate users.
• Acts as primary contact for Rochester based employee overflow parking.
• Creates Purchase Order requests and works with Facilities and Procurement teams to identify solutions for scarce or unusual Facilities related items.
• Manages inventory and distribution of critical items including but not limited to PPE and disinfecting supplies.
• Manages Corporate Real Estate & Facilities Organization electronic content to include, but not limited to, Fingertips and SharePoint.
• Serves as the RIM Custodian.
• Maintains working knowledge of conference room technology.
• Assists with New Employee Orientation as needed.
• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies’ mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Performs other functions as assigned by management.

Requirements

• Bachelor’s Degree in Business Administration or related field with 3 years or more years of experience in commercial property management or a related field.
• Basic financial understanding, ability to develop financial detail for operating expenses related to real estate and facilities programs. Review line-item expenses and invoices.
• Basic abilities to read, understand, and interpret contract language.
• Excellent organizational, time management, and written/oral communication skills.
• Demonstrated ability to prioritize and manage multiple priorities simultaneously in a fast-paced environment; ability to make decisions independently.
• Demonstrated strong customer service skills.
• Proficient computer skills including Microsoft Office suite.
• Proven ability to retain composure under pressure and handle confidential information with discretion.
• Ability to travel across the Health Plan service region for meetings and/or site visits as needed.
• Ability to work prolonged periods sitting and/or standing at a workstation and working on a computer.

Nice-to-haves

• Familiarity with LeaseQuery or similar property management software and systems preferred.

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