Facilities Property Specialist

Responsibilities

• Maintains property-related records and documentation, ensuring that asset information, supporting records, and correspondence are organized, current, and readily available for departmental review and audit purposes.
• Enters, updates, and retrieves property information in the College’s designated financial, property, and administrative information systems; reviews system records for completeness and accuracy and identifies items requiring follow-up.
• Conducts research to resolve discrepancies in property records, including differences in asset location, identification numbers, descriptions, status, or departmental assignment, and communicates findings to appropriate College personnel.
• Assists with the coordination of periodic and annual property verification activities by preparing inventory materials, communicating with designated College departments, tracking responses, and documenting outstanding items and follow-up actions.
• Processes and maintains documentation associated with property transactions, including asset additions, transfers, relocations, retirements, and other changes, in accordance with established CUNY procedures.
• Prepares routine reports, spreadsheets, data summaries, and supporting schedules related to property and equipment for review by the appropriate College administrator and for use in audits, reconciliations, and management reports.
• Reviews property-related documentation received from college departments and other CUNY entities for completeness and accuracy and follows up on missing information, approvals, or supporting documentation.
• Provides administrative and technical assistance to college departments regarding established property-management processes, including the proper completion of forms, submission of documentation, asset identification, and maintenance of supporting records.
• Affords assistance with property-related audits, reviews, and inquiries by gathering requested documentation, researching historical asset information, preparing supporting materials, and coordinating responses with appropriate College offices.
• Collaborates with departments and campus offices to coordinate routine property-management communications and follow-up activities, maintains status logs and tracking records, and performs related administrative and technical duties in support of the College’s property-management operations.

Qualifications

• Bachelor's Degree and four years' related experience required.
• Five (5) years of progressively responsible experience in property or fixed asset management, financial reporting, data analysis, auditing, or a related administrative or financial function, preferably in a higher education environment.
• Experience working with enterprise financial, property, or asset management systems, with the ability to learn and effectively utilize new systems and technologies, including CUNY’s evolving administrative and financial platforms.
• Proficiency with Microsoft Office applications, particularly Microsoft Excel, and experience working with databases, inventory management systems, electronic records, data imports and exports, and other technology used to maintain and analyze property and financial information.
• Knowledge of CUNY policies and procedures, particularly those related to property management, procurement, fixed assets, records management, and audit requirements; experience assisting with internal or external audits is preferred.
• Strong organizational, analytical, written, and interpersonal communication skills, with the ability to manage multiple assignments and deadlines, conduct independent research, resolve discrepancies, maintain accurate records, and work effectively and collaboratively with administrators, faculty, staff, and other College stakeholders.