Administrative Specialist - Property Management

Job Description:

Administrative Specialist - Property Management

Description

POSITION OVERVIEW

Applications accepted from: All Interested

Division/ Section: Property Management - Environmental
Reporting Location: 900 Bagby Street
Workdays and Hours: Monday - Friday, 8am-5pm *Subject to Change*

ABOUT US

In 2000, the General Services Department (GSD) was established to construct, improve, operate, and maintain the City’s building portfolio. Since that time, GSD has evolved into a full-service, client-centered department that provides a comprehensive suite of services to over 300 facilities: representing 7.7 million square feet of occupied space. As a full-service department, GSD assists its clients in identifying the appropriate real estate solution and then provides design and construction services for the development of the facility. Once the facility is ready for occupation, GSD provides energy, property, and security management services to ensure the lights come on and the facility is clean, well-maintained, and secure. To further enhance the operation of its facilities, GSD established the Sustainable Growth division.

PURPOSE OF POSITION

The General Services Department is looking for a skilled Administrative Specialist to perform varied professional administrative functions for its Property Management - Environmental section. This position supports departmental operations by interpreting policies, coordinating administrative processes, managing documentation, and assisting with budget and contractual activities. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive information discreetly.

The Administrative Specialist duties include but are not limited to:

The General Services Department (GSD) is seeking an Administrative Specialist that can perform varied professional administrative functions in support of management and contract administration and compliance for the Environmental Management Division. This position will be responsible for the following duties:

• Respond to calls and requests from vendors and the Strategic Procurement Division of the City’s Finance Department
• Organizes and oversees the inventory, cataloging, retention, and retrieval of department documents in accordance with records management standards.
• Address contract compliance issues with vendors and coordinate with OBO and GSD’s Contract Compliance Officer
• Coordinate mandatory training for Environmental Management personnel
• Schedule appointments, draft, proof, edit correspondence for the Division Manager and Environmental Management team
• Draft correspondence related to environmental service contracts
• Monitor and track Environmental Management contract expenditures
• Assist with drafting scopes of work and specifications for Environmental Management procurements.
• Prepare routine and special reports for Environmental Management.
• Coordinate, prepare and track reimbursement requests and personnel licensing renewals.
• Assist Environmental Management personnel with SAP issues and conduct training for requisitioning and receiving
• Process Environmental Management requisitions, service entry sheets and receivers for service contracts
• Maintain accurate and organized files.
• Perform other duties necessary for the efficient flow of the Environmental Management Division operations or GSD operations as assigned.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS

Three years of administrative experience are required.

Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS: None

PREFERENCES

Preference will be given to qualified applicants with the following:

• Demonstrable Extensive Administrative experience
• Superior written and oral communication skills
• Experience in data analytics
• Experience with SAP
• Advanced experience with Microsoft Office Suite including Word, Excel, SharePoint, etc.
• Administrative experience in construction or commercial property management.
• Valid Driver's License, as well as

**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6. **'

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED

The selection process will involve application review and/or interview. Department may administer a skills test.

SAFETY IMPACT POSITION : No

This position is subject to random drug testing and if a promotional position candidate must pass an assignment drug test.

PAY GRADE: 20

SALARY INFORMATION

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

APPLICATION PROCEDURES

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov . To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm . or call 832-393-6051 .

If you need special services or accommodations, call 832-393-6051. (TTY 7-1-1)

If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

EOE Equal Opportunity Employer

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical
• Dental
• Vision
• Wellness
• Supplemental Insurance
• Life insurance
• Long-term disability
• Retirement pension
• 457 deferred compensation plan
• Employee Assistance Program
• 10 days of vacation each year
• 13 city holidays, plus one floating holiday
• Compensable Sick Leave
• Personal Leave
• Flexible schedules
• Hybrid-Telework for eligible positions
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• Paid Prenatal, Parental and Infant Wellness Leaves
• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

Closing Date/Time: 6/15/2026 11:59 PM Central

Salary:

$2,134.00 - $3,092.58 Biweekly