Property Administrator at iColo: A Digital Realty Company

About the Role

• The Property Operations Administrator will work closely with the Operations team to support comprehensive management and maintenance of iColo’s office area, shared facilities and third-party offices. The Ideal candidate will also provide general administrative and organizational assistance to ensure the seamless day-to-day operations of the site, office buildings and exterior surfaces.

Duties and Responsibilities

Vendor Contract Administration and Document Management

• Maintain organized contract tracking systems and centralized database for all vendor agreements.
• Maintain lease and property related files and ensure accurate and up-to-date records for easy retrieval.
• Ensure proper documentation and tracking of vendor contracts, certificates of insurance (COIs) and related communications.
• Monitor vendor performance and contract compliance to ensure adherence to iColo’s standards and service agreements.
• Collaborate with Area Facility Manager to address vendor performance and compliance deviations promptly.
• Support the Operations team in maintaining an efficient and accessible filing system. 

Operational Support

• Manage iColo’s front office operations and oversee the administration of shared facilities and third-party office spaces.
• Support the procurement of office goods and services in line with operational requirements.
• Coordinate and control physical access to the facility for clients, contractors, suppliers and visitors.
• Support the preparation of annual budgets, forecasts and monthly variance reports for operating and capital expenditures.
• Serve as the first point of contact for customer inquiries, ensuring prompt resolution through coordination with the Operations team.
• Coordinate and schedule maintenance activities with vendors and customers.
• Build and maintain effective working relationships with internal stakeholders, customers, vendors and suppliers.
• Handle incoming calls and inquiries, ensuring accurate logging, ticket creation and assigning to the relevant teams (e.g., Billing, Support).
• Monitor and track service tickets to ensure timely resolution and closure in line with agreed SLAs, with accurate updates captured in the customer portal.
• Manage incoming mail and ensure proper distribution.
• Schedule and coordinate meetings and customer events, taking into account available office space.
• Track and coordinate timely renewal of licenses, permits and memberships (e.g., City Council permits, OSHA compliance).
• Prepare and submit iColo Service Centre (ISC) reports to the Area Facility Manager and relevant stakeholders.
• Handle customer complaints by providing appropriate solutions within defined timelines and escalating where necessary.
• Ensure adherence to iColo policies, procedures and operational standards.  
• Any other duties assigned.

Minimum Requirements

• Bachelor’s degree in Business Management, Public Relations, Communications or a related field.
• Minimum of three (3) years’ experience in an administrative or customer service role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Familiarity with Customer Relationship Management (CRM) systems is an added advantage

The ideal candidate will need to have:

• Strong written and verbal communication skills, with the ability to engage effectively with team members, vendors and stakeholders.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage competing demands.
• High attention to detail, ensuring accuracy in documentation, reporting and data management.
• Customer-focused approach, with the ability to handle internal and external queries professionally.
• Strong problem-solving skills, with the ability to identify issues, propose solutions and escalate where necessary.
• Ability to work both independently and collaboratively within a team environment.
• Adaptable and resourceful, with the ability to respond effectively to changing priorities.
• Basic financial acumen to support routine financial and budget-related tasks.
• Proactive attitude, demonstrating initiative and willingness to take on additional responsibilities.
• People-oriented approach, with the ability to build effective working relationships.
• Dependability, with a strong sense of reliability and punctuality.