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Assistant General Manager

2 months ago

Waltham, Massachusetts, United States Factory Mutual Insurance Company Full time
Job Summary

The Assistant General Manager - Property Management is a key role within the Factory Mutual Insurance Company, responsible for providing support to the General Manager in all areas of property management for an assigned portfolio of properties. This position requires a high level of expertise in commercial real estate property management, with a focus on delivering exceptional customer service, managing multiple priorities, and driving results-oriented solutions.

Key Responsibilities
  • Tenant Services:
    • Proactively engage with tenants to ensure all tenant service needs and requests are being met, issues resolved in a timely manner, and all work orders completed and closed out.
    • Participate in the planning, facilitation, and attendance at tenant events and tenant retention activities. Assist with ongoing updates to a Tenant Services Plan and execute tasks associated with such.
    • Assist tenants with their yield-up obligations and/or their move-in coordination with various 3rd party firms or directly with main tenant contacts.
    • Ensure all tenant database information in PM systems, or otherwise, is up to date and accurate. Review reports and monitor/analyze key metrics for analysis of tenant services.
    • Assist and/or lead, as needed, in the holding of annual tenant building evacuation drills and training. Work with PM team in the development and training of emergency response preparedness plans.
    • Work with PM team and Tenant Engagement Manager to complete tenant surveys as needed and follow-up with actionable items.
  • Maintenance and Vendor Management:
    • Oversees the Property Management Assistant(s) (PMA) in the administration of the vendor prequalification process. Collaborate with Environmental Health and Safety (EH&S) manager as needed.
    • Monitor Certificate of Insurance program for both vendors and tenants working with PMAs to request COIs as needed.
    • Track, monitor, and create (as needed) vendor maintenance and professional services and management agreements (MSAs and MCSAs).
    • Develop quality scopes of work (SOW) with assistance from facilities, construction, and others as needed for MSA and MCSAs.
    • Develop RFPs, request proposals, perform bid leveling, and make recommendations for all site services, maintenance, and capital projects as needed for contracting purposes. All work is to be performed in compliance with HBRE Policy and Procedures.
    • The AGM will have a high level of involvement in the management and oversight of all cleaning, security, and caf services contracts.
    • Work collaboratively with the facilities team to ensure preventative maintenance programs are robust and useful in proactively maintaining the building systems.
    • Monitor and implement energy savings initiatives and incorporate sustainability efforts as needed for refuse removal, composting, exterior landscaping, and other areas to lower a building's carbon footprint.
  • Financial Reporting, Budgeting, and Forecasting:
    • Along with GM, prepare monthly property reports, which include line-item revenue, expense, and capital variance comments for each property.
    • Work with GM and accounting team to prepare the annual budget and quarterly reforecasts, as well as assist in review of annual operating expense reconciliation. Yardi, MS Office, and Excel used for data input.
    • Work with PMAs and Accounting to ensure all work orders are invoiced and collected monthly.
    • Monitor PMAs and Accounting to ensure all work orders are invoiced and collected monthly.
    • Oversee accounts receivable functions, which include but are not limited to making calls, sending emails, and issuing late rent notices as needed for the timely collection of rents and other charges.
    • Prepare other financial analysis and respond to additional reporting requests as needed from time to time.
    • Complete monthly accruals in conjunction with GM and accounting team, working collectively with facilities to gather information.
  • Other:
    • Conduct regular campus and building inspections for cleaning, security, curb appeal, etc.
    • Perform all work in compliance with HBRE and FM policies, procedures, and processes.
    • Collaborate with Asset Management and possess a general understanding of tenant lease agreements terms and conditions.
    • Perform leasing tours as requested from time to time.
    • Develop and train PMAs in PM systems and functions from time to time.
    • Collaborate with construction project management, asset management, legal, and other internal departments as needed.
    • Ensure all property files (electronic and paper) are maintained accordingly.
    • Participate in all company training requirements for this position, as well as seek additional other training opportunities to advance individual skills.
    • Although not a requirement, participate in BOMA educational programming and local Boston events, as well as other industry organizations, is supported by HBRE.