Assistant Property Manager

Careers | BXP • Waltham, MA

10h • Onsite

About The Position

Primary Purpose of Position: Assist the Property Manager in the timely completion and resolution of day-to-day operational issues, regularly interfacing with clients and vendors, and ensuring consistent curb appeal at assigned properties or property. Serve as a client liaison in the building, maintaining a high level of client satisfaction. Essential Functions: Management Assists in the development and mentorship of the Property Management Coordinator. Mobilizes others (both BXP employees and contracted service providers) to meet or exceed customers’ expectations and goals of the assigned portfolio. Uses sound business judgement to escalate potential issues to leadership. Client Relations Promote, establish and maintain positive relations with clients 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 client orientation meetings to review client welcome package, move-in requirements, general property information, rules & regulations etc. Manage client move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection. Coordinate annual client fire warden training and evacuation drills. Respond to site emergencies when applicable and participate in company emergency response protocol Operations Manage and facilitate the execution of client 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. Provide direction to Property Management Coordinator for maintaining and updating insurance certificate files for all contractors performing work at the properties. Partner with Property Manager to identify and achieve additional client service income. Manage client electric meter reading procedure and ensure accurate and timely invoicing including annual reconciliation billings. Review and approve property invoices as per the authority in approval matrix. General Regularly inspect client space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain defined level of expectation. 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 service is delivered. Work with the construction department, including participation at client improvement meetings and scheduling shutdowns of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work. Team player who collaborates with all internal and external stakeholders. Maintain a working knowledge of Company databases and information/reporting tools. In support of the Property Manager/Senior Property Manager, you may be involved in the following: Client communication, logistical coordination, and site impacts related to CapEx projects in assigned properties as required. Providing feedback to vendors on contract employees’ performance as needed. 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 client relation functions, events, and promotions. Attend industry conferences and conventions. Region/Building Specific Functions: Perform other duties and special projects as assigned.

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. JD Edwards experience 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.

Nice To Haves

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

Responsibilities

• Assist the Property Manager in the timely completion and resolution of day-to-day operational issues
• Regularly interface with clients and vendors
• Ensure consistent curb appeal at assigned properties or property
• Serve as a client liaison in the building, maintaining a high level of client satisfaction
• Assist in the development and mentorship of the Property Management Coordinator
• Mobilize others (both BXP employees and contracted service providers) to meet or exceed customers’ expectations and goals of the assigned portfolio
• Use sound business judgement to escalate potential issues to leadership
• Promote, establish and maintain positive relations with clients 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 client orientation meetings to review client welcome package, move-in requirements, general property information, rules & regulations etc.
• Manage client move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection
• Coordinate annual client fire warden training and evacuation drills
• Respond to site emergencies when applicable and participate in company emergency response protocol
• Manage and facilitate the execution of client 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
• Provide direction to Property Management Coordinator for maintaining and updating insurance certificate files for all contractors performing work at the properties
• Partner with Property Manager to identify and achieve additional client service income
• Manage client electric meter reading procedure and ensure accurate and timely invoicing including annual reconciliation billings
• Review and approve property invoices as per the authority in approval matrix
• Regularly inspect client space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain defined level of expectation
• 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 service is delivered
• Work with the construction department, including participation at client 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
• Client communication, logistical coordination, and site impacts related to CapEx projects in assigned properties as required
• Providing feedback to vendors on contract employees’ performance as needed
• 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 client relation functions, events, and promotions
• Attend industry conferences and conventions
• Perform other duties and special projects as assigned

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
• Number of Employees: 5,001-10,000 employees