Assistant Property Manager

4 weeks ago

New York, United States Boston Properties, Inc. Full time

**Primary Purpose of Position**:
Oversee the resolution and manage the timely completion of day-to-day operational issues at assigned properties or property. Serve as tenant liaison in the building and maintain a high level of tenant satisfaction.

**Essential Functions**:
**_Operations _**
- Manage and facilitate the execution of tenant work order requests with building staff and/or outside vendors to completion in a timely manner.
- Assist Property Manager with the development of RFP's and execution of contracts and purchase orders.
- Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order.
- Maintain financial management responsibilities including providing assistance in the preparation of budgets, accruals, reforecasts and reporting budget variances.
- Analyze current maintenance programs/procedures and make recommendations to Property Manager that ensures operating efficiency and effectiveness.
- Partner with Property Manager to identify and achieve additional tenant service income.
- Manage tenant electric meter reading procedure and insure accurate and timely invoicing including annual reconciliation billings. Assist with invoice review and processing.

**_Tenant Relations _**
- Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up. Regularly inform Property Manager of topics discussed and action items to be addressed.
- Arrange, coordinate and attend new tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations etc.
- Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection.
- Coordinate annual tenant warden training and evacuation drills. Respond to site emergencies when applicable and participate in company emergency response protocol

**_General _**
- Regularly inspect tenant space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain same.
- Coordinate with external contractors (i.e. janitorial, security, etc.) and internal departments (i.e. engineering, accounting, leasing and construction, etc.) to ensure seamless and cost effective customer services is delivered.
- Work with the construction department, including attendance at tenant improvement meetings and scheduling shutdowns of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work.
- Maintain a working knowledge of Company databases and information/reporting tools.
- Perform other assigned duties.

**Region/Building Specific Functions**:

- Attend industry conferences and conventions.
- Work with Leasing Department to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions from the Leasing Representatives. Work with Marketing Department to facilitate creating a sense of place through holding tenant relation functions, events, and promotions.

**Requirements and Qualifications**:

- BA/BS degree in business administration, real estate or related field required.
- 2-5 years of property management experience preferred.
- Continuing education in the field through RPA or CPM certification courses, and LEED approved courses highly desirable.
- Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
- Familiarity with ADA and OSHA preferred.
- Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills.
- Demonstrated ability to respond to a variety of multiple tasks/situations with both creativity and resourcefulness.
- Ability to work autonomously and as a productive member of a team. Ability to work under pressure and meet deadlines.

**Physical Requirements**:

- Involves work of a general office nature usually performed sitting such as operation of a computer.
- Involves work of a general office nature usually performed standing such as operation of a fax and printer.
- Involves work such as tours throughout property portfolio usually performed by walking and by climbing stairs.
- Involves movement between departments to facilitate work.
- Regularly required to bend and reach.
- Regularly use hands and fingers to write and type.
- Regularly required to talk and hear.
- Occasionally required to crouch, climb stairs and ladders and in environments with temperature ranges both while working outside and inside.
- Occasionally exposed to vibration or noise as well as dust. Vision abilities allowing reading of printed material, graphics, computer displays and physical inspections of properties and sites.

**Internal and External Contacts**:
This position interacts exte

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