Facilities and Real Estate Property Specialist

HOLT Group•San Antonio, TX

20h

About The Position

The Facilities and Real Estate Property Specialist maintains accurate facilities management and real estate portfolio records across HOLT Group’s operations in Texas and Oklahoma. The role is the primary administrative resource for the Computerized Maintenance Management System (CMMS), project management software invoice entry and tracking, real property documentation, and real estate transaction coordination. It ensures that maintenance records, invoices, contracts, property documents, and transaction milestones are accurately entered, organized, updated, and accessible. The Specialist works with Facilities Management, Construction, Real Estate & Development, Finance, Legal, and Operations to support reporting, recordkeeping, and timely completion of administrative and transaction activities. The position administers CMMS records and reporting, tracks maintenance activity and vendor documentation, and supports invoice processing, project cost tracking, reconciliation, and project closeout records. It maintains the centralized real estate portfolio database and property and transaction files, coordinates due diligence and transaction deliverables, and tracks lease obligations and critical dates. The Specialist also maintains consistent records across systems, supports audits and management reporting, identifies data discrepancies and workflow improvements, and safeguards confidential information. The role models HOLT’s Values Based Leadership practices, collaborates with internal and external resources, participates in ongoing self-development, works safely, and follows company policies, procedures, and standards. Travel of up to 30%, including overnight travel, is expected. The position has no supervisory responsibilities.

Requirements

Associate degree or bachelor’s degree in business administration, real estate, facilities management, construction management, or a related field; equivalent relevant experience may be considered.
Three or more years of experience in facilities administration, CMMS administration, project administration, real estate administration, or a related field.
Experience administering a CMMS or facilities maintenance management platform.
Familiarity with construction or project management software and invoice processing workflows.
Experience maintaining commercial real estate portfolio records and transaction documentation.
Familiarity with deeds, surveys, easements, title commitments, leases, and real estate due diligence.
Experience with purchase orders, invoice tracking, project cost reporting, and budget reconciliation.
Data accuracy and attention to detail; organization and prioritization.
CMMS and systems administration, document management and recordkeeping, invoice processing and financial administration, transaction coordination and deadline management, cross-functional communication, accountability, and follow-through.

Responsibilities

Model, promote, reinforce, and reward the consistent use of HOLT’s Values Based Leadership tools, models, and processes.
Maintain the CMMS and ensure facilities maintenance data is entered accurately, completely, and on time.
Create and maintain facility, building system, equipment, and asset records; update work orders, preventive maintenance schedules, service histories, maintenance activities, and completion records.
Track work orders, overdue maintenance activities, service requests, and follow-ups; generate routine CMMS reports and support standardized data entry and process improvement.
Research and vet vendors, maintain vendor information and service agreements, and retain warranties, inspection records, and maintenance documentation.
Monitor data quality and follow up with Facilities Management personnel about missing, incomplete, or inconsistent information.
Enter facilities maintenance, construction, and capital project invoices into designated project management software within established deadlines.
Assign invoice project, property, cost category, and reference information; maintain invoice and supporting documentation; track status and identify missing documents, discrepancies, or possible duplicates.
Coordinate with project managers, Facilities Management, Finance, and vendors to resolve invoice issues; maintain project cost trackers and support invoice reconciliation against budgets and purchase orders.
Assist with reports on invoice status, project expenditures, outstanding items, and budget tracking; maintain records for financial reviews, audits, and project closeout.
Archive project closeout documents, including certificates of occupancy, record drawings, operation and maintenance manuals, and warranties, for department access.
Maintain the centralized real estate portfolio database and organize property documents, including deeds, surveys, title commitments, legal descriptions, easements, plats, tax records, appraisals, and environmental reports.
Track property ownership, acreage, addresses, parcel information, transaction status, critical dates, documentation, survey requirements, and other administrative deliverables.
Coordinate administrative activities for acquisitions, dispositions, leases, renewals, easements, and other real estate transactions.
Coordinate collection and distribution of due diligence documents among internal stakeholders and external parties; track outstanding transaction deliverables.
Maintain transaction files, correspondence, executed agreements, and closing documentation; communicate milestones, deadlines, outstanding items, and potential delays to the appropriate manager.
Track lease expiration dates, renewal options, notice periods, rent schedules, and other contractual obligations.
Maintain standardized records across CMMS, project management software, and real estate portfolio systems; prepare routine maintenance, invoice, project, property, and transaction reports.
Maintain centralized electronic filing systems, identify discrepancies and workflow improvements, and support audits, financial reviews, management reporting, and information requests.
Maintain confidentiality of financial, contractual, property, and business information; work safely and comply with company policies, procedures, and standards.
Perform other duties as assigned.