Property Operations Coordinator

The Property Operations Coordinator is a supportive role in the overall management, operation, and stewardship of a portfolio of downtown and off-campus properties owned by the State of New York and the University at Buffalo Foundation. The position serves as the primary point of contact for assigned properties, overseeing building operations, tenant relations, maintenance activities, capital improvement projects, and vendor services to ensure safe, functional, and well-maintained facilities.

The Property Operations Coordinator reports directly to the Assistant Director of Real Estate & Property Management and works closely with the University at Buffalo Foundation, Facilities Operations, campus departments, tenants, and external service providers to support the university's real estate and property management objectives. This position requires strong organizational, communication, and project management skills, as well as the ability to independently prioritize multiple responsibilities.

The primary office location for this position is located on the University at Buffalo’s downtown campus; however, the role requires frequent travel between all three campuses and off-campus properties to oversee operations, inspections, maintenance activities, tenant needs, and capital projects. A valid driver's license and the ability to travel regularly throughout the university's real estate portfolio are required.

Because assigned properties operate beyond traditional business hours, the incumbent must be available to respond to emergencies, tenant issues, and operational needs during evenings and weekends as required.

About The Real Estate And Property Management Office

The Real Estate and Property Management Office supports the University at Buffalo's mission by acquiring, managing, and disposing of real property assets to meet the university's strategic needs. The department oversees a diverse portfolio of university-owned and affiliated properties, facilitates property transactions, manages tenant and partner relationships, and collaborates with campus stakeholders to ensure properties are effectively maintained, utilized, and positioned to support long-term institutional goals.

Responsibilities of the Property Operations Coordinator Include, But Are Not Limited To

• Manage operational, maintenance, and administrative aspects of assigned properties.
• Serve as the liaison for tenants, occupants, campus partners, and external stakeholders.
• Travel regularly to assigned properties to meet with tenants and vendors, oversee maintenance and construction activities, and ensure operational standards are maintained.
• Conduct routine property inspections and coordinate corrective actions to maintain building standards, safety, and regulatory compliance.
• Identify maintenance, repair, and capital improvement needs for assigned properties.
• Oversee project implementation from planning through completion within approved budgets.
• Develop scopes of work, solicit competitive bids, and assist with the preparation, evaluation, and administration of Requests for Proposals (RFPs) and service contracts for assigned properties.
• Monitor contractor performance and coordinate vendors providing maintenance, repair, construction, and other property-related services.
• Collaborate with Procurement Services, Facilities Operations, the University at Buffalo Foundation, and other campus units to support property operations and project delivery.
• Coordinate and track work orders, maintenance requests, and service activities to ensure timely resolution.
• Assist in the development of operating and capital budget projections for assigned properties.
• Monitor expenditures and support cost-control initiatives to ensure responsible stewardship of university resources.
• Respond to tenant concerns, operational issues, and emergency situations in a professional and customer-focused manner.
• Maintain property records, vendor documentation, service agreements, and related operational reports in accordance with established policies and procedures.
• Support strategic initiatives that enhance the functionality, appearance, and value of the university's real estate portfolio.
• Manage stakeholder expectations while providing exceptional customer service and maintaining positive working relationships.
  
  

Applicants must be authorized to work in the United States by their start date. The University at Buffalo does not guarantee that it will sponsor, support, or otherwise assist with obtaining work authorization.

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University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.