The Facilities and Real Property Specialist is responsible for maintaining accurate facilities management and real estate portfolio records across HOLT Group’s operations in Texas and Oklahoma. This position serves as 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.

The Specialist ensures that facilities maintenance records, invoices, contracts, property documents, and transaction milestones are accurately entered, organized, updated, and readily accessible. The role works closely with Facilities Management, Construction, Real Estate & Development, Finance, Legal, and Operations to support reliable reporting, effective recordkeeping, and timely completion of administrative and transaction-related activities.

The incumbent in this position is expected to model the following practices on a daily basis:

Demonstrate alignment with the company's mission and core business values;
Collaborate with key internal/external resources;
Participate in ongoing self-development.

Responsibilities

Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models and processes to ensure alignment with our Vision, Values, and Mission
Maintains the CMMS and ensure accurate, complete, and timely entry of facilities maintenance data.
Creates, updates, and maintains facility, building system, equipment, and asset records.
Enters and updates work orders, preventive maintenance schedules, service histories, maintenance activities, and completion records based on information provided by Facilities Management.
Tracks open and completed work orders, overdue maintenance activities, outstanding service requests, and required follow-ups.
Performs vendor research and vetting to identify sources and expand our vendor network.
Maintains vendor information, service agreements, warranties, inspection records, and maintenance documentation.
Monitors data quality and follow up with Facilities Management personnel to resolve missing, incomplete, or inconsistent information.
Generates routine CMMS reports covering work order status, preventive maintenance compliance, maintenance activity, and other requested performance metrics.
Supports system consistency, standardized data entry, and continuous improvement of CMMS processes.
Performs invoice and payment auditing to ensure best practices are followed.
Enters facilities maintenance, construction, and capital project invoices into the designated project management software accurately and within established deadlines.
Assigns appropriate project, property, cost category, and other required reference information based on approved documentation.
Maintains invoice records and supporting documentation, including purchase orders, vendor invoices, approvals, and related project information.
Tracks invoice status and identify missing documentation, incomplete entries, discrepancies, or potential duplicate submissions.
Coordinates with project managers, Facilities Management, Finance, and vendors to resolve administrative invoice issues.
Maintains project cost trackers and support reconciliation of invoices against approved budgets and purchase orders.
Assists with generating reports on invoice status, project expenditures, outstanding items, and budget tracking.
Maintains organized electronic records to support financial reviews, audits, and project closeout. Project closeout such as certificate of occupancy, record drawings, operation and maintenance manuals, and warranties to be archived for access by the entire department.
Maintains the centralized real estate portfolio database and ensure property records are accurate, current, and complete.
Organizes and maintains deeds, surveys, title commitments, legal descriptions, easements, plats, tax records, appraisals, environmental reports, and other property-related documents.
Tracks property ownership, acreage, addresses, parcel information, transaction status, and other relevant portfolio data.
Tracks property-related critical dates, outstanding documentation, survey requirements, and other administrative deliverables.
Coordinates administrative activities for property acquisitions, dispositions, leases, renewals, easements, and other real estate transactions.
Coordinates the collection and distribution of due diligence documents among internal stakeholders, brokers, surveyors, title companies, attorneys, and other third parties.
Tracks outstanding surveys, title documents, legal descriptions, environmental reports, and other transaction deliverables.
Maintains organized transaction files, correspondence, executed agreements, and closing documentation.
Monitors transaction milestones and proactively communicate upcoming deadlines, outstanding items, and potential delays to the appropriate manager.
Assists with lease administration by tracking expiration dates, renewal options, notice periods, rent schedules, and other contractual obligations.
Maintains consistent, accurate, and standardized records across CMMS, project management software, and real estate portfolio systems.
Prepares routine reports on maintenance activities, work orders, invoice processing, project expenditures, property records, and transaction status.
Maintains centralized electronic filing systems and ensure supporting documentation is complete and accessible.
Identifies data discrepancies, missing records, and opportunities to improve administrative workflows.
Supports internal audits, financial reviews, management reporting, and information requests.
Maintains confidentiality of financial, contractual, property, and business information.
Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
Performs other duties as assigned

Skills

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

Benefits

Education and Experience:

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.

Supervisory Responsibilities:

None

Travel:

Travel up 30% and overnight travel is expected

Physical Requirements:

This position involves extended periods in a stationary position
This role frequently communicates with others, must be able to exchange accurate information in these situations
Constant movement and use of limbs; this position requires good manual dexterity, coordination, and stamina
Routinely reacts to visual, auditory, and other signals, including alarms and instructions, and is required to visually inspect work

Work Environment:

This job is generally performed in a professional office environment, in environmentally controlled conditions
Occasionally works outdoors and may be exposed to weather extremes conditions that include inclement weather, heat, cold, and humidity
Frequently works at a fast pace with unscheduled interruptions

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.