Assistant Property Manager

BXP, Inc. • Boston, MA

2d • $79,310 - $107,000

About The Position

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

• BA/BS degree in business administration, real estate or related field required.
• 2-5 years of property management experience preferred.
• Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
• Demonstrated proficiency with Microsoft Office applications.
• 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.

Nice To Haves

• Continuing education in the field through RPA or CPM certification courses, and LEED approved courses highly desirable.
• JD Edwards experience preferred.

Responsibilities

• 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.
• 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.
• Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up.
• 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
• 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.
• 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.

Benefits

• BXP offers a competitive total rewards package including base salary and annual discretionary bonus.
• Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level