Assistant Property Manager

BioMed Realty•Newark, NJ

1d•$40 - $50•Hybrid

About The Position

BioMed Realty is looking for an Assistant Property Manager, assisting the Property Manager, for 808K square foot Class A & B multi-use portfolio spanning between Hayward & Foster City. You'll work with our property management team to oversee daily operations, maintenance, and construction activities across our life science properties. This position offers a hybrid work model, which includes 4 days in office and 1 day remotely. Hybrid work may be modified based on the needs of the company. What You’ll Do Assist in supervising the operations and maintenance of commercial buildings accommodating office and laboratory tenants, providing guidance to vendors, and exercising discretion and independent judgment throughout the process. Assist in reviewing, updating, and maintaining building operating guidelines and standard operating procedures. Track regulatory compliance items through internal systems and ensuring the property adheres to all fire and life safety (FLS), environmental, and general safety regulations. Oversee accounts payable and receivable, generate purchase orders, code and allocate invoices in addition to completing manual billings as needed. Assist with budget preparation. Prepare legal notices, i.e. right of entry agreements, hot works letters, shutdown notices, impairment notices, CAM letters, etc. Prepare and distribute correspondence, packets, and information related to property management, operations and ESG. Assist in planning and executing events. Track Service Contract expirations, obtain vendor proposals, analyze bids and prepare contracts. Maintain database of key clients and contacts. Maintain campus and amenity spaces in pristine condition daily. Perform weekly property inspections and recurring vendor walks. Assist with semi-annual asset review of properties by conducting site inspections, meeting on site with vendors and tenants, and complete the required reporting. Support Property Manager and Facility Manager in responding to emergency calls or events. Assist with vendor and tenant communication and coordination. Monitor and maintain Certificate of Insurance databases as applicable. Perform additional duties as assigned by supervisor.

Requirements

Proven experience supporting real estate or property management teams, with a strong foundation in clerical and administrative support
AS/AA degree or an equivalent combination of education, training and additional experience preferred
Computer proficiency with Word, Excel, and Outlook.
Requires strong verbal and written communication skills and effective organizational and problem-solving skills.
Initiative, multitasking and proven ability to pay close attention to detail and convey information verbally and in writing in a clear and concise manner required.
Approachable, friendly demeanor.
Ability to develop effective working relationships with vendors, contractors, and tenants.
Must be organized and task oriented, and proficient in a fast-paced, team environment.
Learns quickly when facing new issues, enjoys the challenge of unfamiliar tasks and adapts readily to changing priorities.
Display the highest level of personal integrity and ethical standards.

Nice To Haves

MRI and Oracle experience a plus.

Responsibilities

Assist in supervising the operations and maintenance of commercial buildings accommodating office and laboratory tenants, providing guidance to vendors, and exercising discretion and independent judgment throughout the process.
Assist in reviewing, updating, and maintaining building operating guidelines and standard operating procedures.
Track regulatory compliance items through internal systems and ensuring the property adheres to all fire and life safety (FLS), environmental, and general safety regulations.
Oversee accounts payable and receivable, generate purchase orders, code and allocate invoices in addition to completing manual billings as needed.
Assist with budget preparation.
Prepare legal notices, i.e. right of entry agreements, hot works letters, shutdown notices, impairment notices, CAM letters, etc.
Prepare and distribute correspondence, packets, and information related to property management, operations and ESG.
Assist in planning and executing events.
Track Service Contract expirations, obtain vendor proposals, analyze bids and prepare contracts.
Maintain database of key clients and contacts.
Maintain campus and amenity spaces in pristine condition daily.
Perform weekly property inspections and recurring vendor walks.
Assist with semi-annual asset review of properties by conducting site inspections, meeting on site with vendors and tenants, and complete the required reporting.
Support Property Manager and Facility Manager in responding to emergency calls or events.
Assist with vendor and tenant communication and coordination.
Monitor and maintain Certificate of Insurance databases as applicable.
Perform additional duties as assigned by supervisor.