Assistant Property Manager

Breakthrough Properties is a life science real estate investment company that leverages cross-sector collaboration to deliver environments that foster innovation and scientific breakthroughs. As a joint-venture between Tishman Speyer and Bellco Capital, combining Tishman Speyer’s global real estate platform with Bellco Capital’s deep life science investment expertise, Breakthrough is developing and delivering environments where companies can create life-changing therapies for patients. Breakthrough is led by an experienced management team with a proven track record investing, developing and operating best-in-class life science real estate. At Breakthrough, we seek to be a home for scientific discovery and innovation because we understand what scientists do, how they do it and why they do it.

The Role
We are looking for an Assistant Property Manager, Asset Services to join our Client Experience team. Reporting to our Senior Property Manager, Asset Services, the Assistant Property Manager is responsible for overseeing project operations, client company relations and client company improvement management activities for a portfolio of properties. In addition, the Assistant Property Manager will provide assistance to the Senior Property Manager in many aspects of the Company’s operations including, but not limited to, client company leasing, client company improvements, facilities services, new construction, and due diligence activities as necessary for the Boston region and beyond as needs and growth dictate. Cross collaboration within the company verticals and external stakeholders for successful deployment of initiatives, programs and projects is key to the success in this role.

This position will be responsible for all functions related to supporting management and reporting on the Fund’s portfolio of life science property investments by providing exceptional client company care, with enthusiasm and responsiveness as a primary goal. In addition, A/P, A/R, financial reporting, property inspections, service provider management and execution of business plans are key areas for this position with the team.

Responsibilities:

Property Management:

• Be a critical part of Property Management and Facility teams to provide a best-in-class customer-focused and hospitality-minded experience throughout assigned portfolio.
• Oversee Client Coordinator duties; ensure functional areas of responsibility are achieved.
• Maintain client company relationships with a focus on hospitality along with traditional operations management.
• Assist in the review of Lease proposals and facilitate tours for prospective client companies.
• Perform property management functions to include, but not limited to, physical inspections of the common areas, mechanical and roofing systems, and client company leased premises monthly or as needed.
• Management and oversight of third-party building engineers and service providers. Work closely with staff to stay ahead of property and client company issues to ensure contractual obligation compliance.
• Competitively bid contracts for property services.
• Ensure all tenant and vendor COIs are up to date for assigned properties.
• Perform accounting functions using Breakthrough’s accounting systems to include GL & client company account review and reconciliations; rent roll, escalation and billing review; preparation and submittal of direct billbacks.
• Assist the Senior Property Manager to oversee and track capital projects as scheduled in the yearly capital budget, ensuring on time completion, within budget. Coordination with client companies to reduce any disruption to operations.
• Oversee and track routine monthly, annual, and/or quarterly projects, inspections and repairs, ensuring on time completion and within budget. Coordination with client companies to reduce any disruption to operations.
• Oversee, manage and/or perform other property management functions required of the position and assigned project(s).
• Assist the Senior Property Manager with reviewing Leases and Amendments, preparation and submittal of Lease Abstracts into Yardi and/or any other accounting systems. Preparation and review of operating matrix with client company and internal stakeholders as needed.
• Create a culture providing guidance for new client companies with vendor recommendations if needed, new client company orientations, safety trainings and other educational forums that are beneficial to client companies.
• Work with direct reports on development and mentoring identifying growth potential and set objectives to achieve career advancement.
• Work with Legal as needed on client company requests as needed or for items not clearly defined in Lease.
• Immediate response to liability and/or major property issues and reporting to Risk Management.
• Assist with preparation of annual property operating budgets, monthly financial statements, quarterly budget reforecasts, accruals, variance reporting, CAM reconciliations and billings; ability to present to internal stakeholders and partners.
• Timely collection of monthly rents in accordance with Lease terms, resolution of outstanding A/R issues including direct billbacks.
• Routine processing of accounts payable.
• Reconciliation of financial statements and ledgers.

Client Company/Life Science Community Relations:

• Onboarding of new client companies, process to include interfacing with client companies’ lab operations managers and key personnel.
• Prompt response to client company requests and/or questions.
• Develop and maintain relationships with client company management and facility representatives.
• Implement “client company touch” programs and review amenities to keep refreshed with current, and market-driven services.
• Understand each client company’s needs to provide flexibility/expansion/relocation needs within portfolio as well as business needs to leverage our platform to solve their real estate challenges where appropriate.
• Manage client company move-outs with review of lease language, particularly restoration clauses, review of Surrender Plans, coordination with client company and consultants to ensure decontamination of suites has been handled appropriately and all agency documents filed.
• Participate in industry events to maintain and expand Breakthrough’s presence in the life science and technology communities.

Property Operations/Client Company Improvement Support:

• Participate in property operations set-up to include, but not limited to, back-of-house operations, major building equipment commissioning and operations.
• Support client company improvement projects to include, but not limited to, work letter administration, client company plan review, architect and contractor engagement and management, budget and improvement allowance monitoring and management, and project close-out while ensuring on time completion and within budget.
• As directed by the Company’s senior management, support client company buildouts, mechanical and other major building system upgrades, including capital project oversight and implementation.

Facilities Services:

• Develop and maintain strong vendor relationships partnering with engineering teams, coordination of contracting of ongoing maintenance, repairs and capital projects, ensuring completion on time and within budget.
• Provide recommendations for capital improvements and operational considerations with an emphasis on corporate sustainability.
• Ensuring timely and clear communication with client companies on any scheduled and emergency maintenance and repairs.
• Coordination with client companies and their contractors for any TI and/or capital projects minimizing disruptions or loss of essential services to other client companies or amenities.
• Emergency Response: Provide oversight to asset management and engineering teams in emergency situations such as floods, spills and leaks requiring immediate restoration, mold analysis and remediation.
• Develop (with third party vendors as necessary) standard operating procedures and programs ranging in protocols for laboratory safety, laboratory operational permits, hazardous waste disposal, maintenance of accurate and up-to-date records on all training, permits and incidents. Maintain all site signage related to safety and standards for the site. Ensure Control Area compliance is being met.
• Ensuring City and Agency required forms and renewals are completed on time.

Qualifications:

• Bachelor’s Degree or equivalent combination of education, training and/or additional experience is required.
• Minimum 5 years of proven success in the asset/property management industry with direct practical experience setting up operations, operating and managing sophisticated life science or commercial facilities.
• CCIM, CPM, RPA, LEED or equivalent industry designation(s) preferred.
• Strong organizational, communication and financial skills are required.
• Successful track record of leading and managing others.
• Strong technical knowledge of building operations required.
• Experience in all phases of property operations, inclusive of asset and property management functions, legal and risk management.
• Knowledge of key liability and legal issues in property management.
• Experience with complex, highly technical commercial building system applications.
• Experience with client company improvement projects.
• Self-directed and motivated individual capable of managing both large and small project teams.
• Ability to resolve complex issues in a timely manner while prioritizing and handling multiple projects simultaneously.
• Passion for working with people, creating amazing experiences and leading with a hospitality mindset.
• Eager to be a part of a fast-paced and dynamic work environment.
• Takes initiative and is a proactive and decisive leader always focused on continuous improvement.
• Computer proficient skills with strong knowledge in spreadsheet preparation and working experience with all Microsoft Office Products, including but not limited to Excel, Word, Outlook, Angus, Yardi, Kardin, and with skills to learn proprietary software systems utilized by the Company.
• Onsite presence required for this position.