Property Management Coordinator

BXP, Inc. • Boston, MA

7h

About The Position

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:
Operations
Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
Perform Accounts Payables duties and process invoices for the Property Management team in a timely manner to avoid budget variances.
Responsible for diligently reviewing invoices and proactively reaching 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.
Manage new vendor setup.
Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis.
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.
Assist Property Managers with gathering and inputting data in property budgets.
Tenant Relations
Assist Property Management in promoting, establishing, and maintaining positive relations with tenants and with the day-to-day operations of the property.
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.
Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
Notify Property Manager of repeat tenant complaints or unusual and/or unreasonable situations.
Provide high quality of customer service and take an active role in the tenant retention program.
General
Forward updated daily and emergency tenant contact lists to Retail Administrative Assistant for recording.
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.
Region/Building Specific Functions:
Walk Center daily to inspect tenant storefronts, Retail and Common Areas, storage areas, loading docks and service corridors for quality control and compliance with guidelines and communicate issues to Property Manager and/or Tenants and follow-up accordingly.
Market available work order services and generate both solicited and unsolicited proposals to tenants in an effort to maintain property conditions, satisfy customer need and generate revenue.
Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
Coordinate, promote, and enforce site-wide waste removal and sustainability efforts with tenants and analyze trending to impact positive change.
Coordinate pest control issues and impacts between contractor and tenant.
Assist in marketing available remote storage space to tenants and provide tours to show space. Perform inspections of storage space to ensure proper tenancy and property conditions.
Assist in tenant move-outs, move-ins, prepping Retail spaces for lease showings and space turnovers.
Support Retail Property Management Team with tenant and vendor projects as requested.
Perform other duties and special projects as assigned.

Requirements

• 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.

Nice To Haves

• Prior administrative experience and experience in property and real estate management highly desirable.
• Bachelor’s degree preferred.

Responsibilities

• Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
• Perform Accounts Payables duties and process invoices for the Property Management team in a timely manner to avoid budget variances.
• Responsible for diligently reviewing invoices and proactively reaching 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.
• Manage new vendor setup.
• Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis.
• 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.
• Assist Property Managers with gathering and inputting data in property budgets.
• Assist Property Management in promoting, establishing, and maintaining positive relations with tenants and with the day-to-day operations of the property.
• 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.
• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• Notify Property Manager of repeat tenant complaints or unusual and/or unreasonable situations.
• Provide high quality of customer service and take an active role in the tenant retention program.
• Forward updated daily and emergency tenant contact lists to Retail Administrative Assistant for recording.
• 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.
• Walk Center daily to inspect tenant storefronts, Retail and Common Areas, storage areas, loading docks and service corridors for quality control and compliance with guidelines and communicate issues to Property Manager and/or Tenants and follow-up accordingly.
• Market available work order services and generate both solicited and unsolicited proposals to tenants in an effort to maintain property conditions, satisfy customer need and generate revenue.
• Coordinate, promote, and enforce site-wide waste removal and sustainability efforts with tenants and analyze trending to impact positive change.
• Coordinate pest control issues and impacts between contractor and tenant.
• Assist in marketing available remote storage space to tenants and provide tours to show space. Perform inspections of storage space to ensure proper tenancy and property conditions.
• Assist in tenant move-outs, move-ins, prepping Retail spaces for lease showings and space turnovers.
• Support Retail Property Management Team with tenant and vendor projects as requested.
• 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: Entry Level
• Education Level: High school or GED