Property Management Coordinator

1 week ago

Cambridge, United States Boston Properties Full time
Job Description

Primary Purpose of Position:

Assist Property Management with the day-to-day operations and tenant relations of assigned property or portfolio through the coordination of tenant requests and administration of maintenance services. Serve as the primary point of contact for tenant services.

Essential Functions:

Tenant Relations
  • Assist in the day-to-day operations of the property and with promoting, establishing, and maintaining positive relations with tenants.
  • Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
  • Provide high quality of customer service and take an active role in the tenant retention program.
  • Coordinate holiday and special events such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.
Operations
  • Create and code purchase orders utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
  • Troubleshoot and reach out to vendors to review questionable or inaccurate billings.
  • Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
  • Maintain and update insurance certificate files for all contractors performing work at the properties.
  • Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
  • Contribute toward overall office operational needs by helping to provide phone coverage during lunchtime, vacation, sick days, etc., as well as providing administrative support related to maintaining property management operations as necessary.
  • Answer and route phone calls and emails from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
  • Abstract critical data from Angus and various databases and tools for analysis and presentation to PM team monthly, to track trends and manage data to improve response to tenant requests and issues.
  • Execute prompt, accurate billing of tenant work orders for billable services on a biweekly basis.
  • In support of the Assistant Property Manager/Property Manager, you may be involved in the following:
    • Regularly inspecting 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.
    • Managing and facilitating the execution of tenant work order requests with building staff and/or outside vendors to completion in a timely manner.
    • Aiding with the development of RFP's and execution of contracts and purchase orders.
    • Assisting with tenant communications, logistical coordination, and site impacts related to CapEx projects in assigned properties as required.
    • Monitoring service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order.
    • Maintaining financial management responsibilities including providing the preparation of budgets, accruals, reforecasts and reporting budget variances.
    • Coordinating with external contractors (i.e. janitorial, security, etc.) and internal departments (i.e. engineering, accounting, leasing and construction, etc.) to ensure seamless customer service is delivered.
    • Working with Leasing Department to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions from the Leasing Representatives.
    • Working with Marketing Department to facilitate creating a sense of place through holding tenant relation functions, events, and promotions.
General
  • Update and maintain current daily and emergency tenant contact lists and tenant information manuals.
  • Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
  • Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, tenant work order billings and other general files.
  • Process correspondence with tenants, contractors and other third parties for Property Management staff.
  • Assist Property Management with contract documentation while following the policies and procedures of internal controls.
  • Maintain a working knowledge of Company databases and information/reporting tools.
  • Attend industry conferences and conventions.
Region/Building Specific Functions:
  • Perform other duties and special projects as assigned.
Requirements and Qualifications:
  • High school diploma or equivalent certification required; Bachelor's degree preferred.
  • 0 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
  • Proven customer service and problem-solving skills.
  • Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to determine needs and achieve results without close supervision.
  • Demonstrated proficiency with Microsoft Office Applications.
  • Ability to organize and coordinate work efficiently and set priorities.
  • Ability to work independently and as part of a team.
  • Consistently project professionalism in representing BXP at all times.
  • Ability to work under pressure and effectively meet deadlines.
  • Flexibility to work beyond the regular work schedule.
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 multifunction printer.
  • Involves movement between departments, and buildings to facilitate work.
  • Regularly required lifting items that weigh approximately 15 lbs. - 20 lbs.


Internal and External Contacts:

The Property Management Coordinator will regularly interface both verbally and in writing, with tenant contacts, with the property management, leasing, construction, development and financial teams as well at external vendors, construction professionals and consultants.

Reporting Structure:

This position reports to the senior most property manager in the assigned portfolio who provides daily supervision, guidance, and coordinates, evaluates and monitors work performance on a periodic basis.

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.

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