Property Management Coordinator

BXP•San Francisco, CA

2d•$66,500 - $83,655•Onsite

About The Position

The Property Management Coordinator assists Property Management with the day-to-day operations and client relations of an assigned property or portfolio by coordinating client requests and administering maintenance services. The role serves as the primary point of contact for client services. The coordinator supports operations by creating purchase orders and service contracts; processing and reviewing vendor invoices; managing vendor setup and contractor insurance certificates; tracking portfolio sustainability statistics; billing client work orders; coordinating contractor scheduling; supporting office operations; and assisting with property budget data. The role also supports client relations by routing calls and emails, assisting with building maintenance scheduling and information, escalating recurring or unusual complaints, contributing to customer service and client retention, and coordinating client notifications and events. General duties include maintaining client contact lists and information manuals, preparing and distributing property management materials, maintaining filing systems, processing correspondence, and assisting with contract documentation in accordance with internal controls. The position is onsite and requires in-person attendance. It reports to a Property Manager, who provides daily supervision and periodically evaluates and monitors work performance.

Requirements

High school diploma or equivalent certification.
Proven customer service and problem-solving skills.
Ability to listen, think clearly, and communicate effectively and courteously in challenging and sometimes stressful situations.
Excellent written and verbal communication skills.
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 when representing BXP.
Ability to work under pressure and effectively meet deadlines.
Flexibility to work beyond the regular work schedule.

Nice To Haves

Bachelor’s degree.
0 to 3 years of previous customer service experience.
Prior administrative experience.
Experience in property and real estate management.

Responsibilities

Create purchase orders and service contracts, code and process vendor invoices using required expense allocations, and ensure vendors bill according to contracts, negotiated rates, and property budgets.
Perform accounts payable duties and process invoices for the Property Management Office in a timely manner.
Review invoices diligently and contact vendors about questionable or inaccurate billings.
Manage and track portfolio sustainability statistics, including waste diversion, electrical consumption, and water consumption.
Maintain and update insurance certificate files for contractors working at the properties.
Manage new vendor setup.
Bill client work orders promptly and accurately for billable services on a bimonthly basis.
Assist with scheduling contractor work and coordinate schedules with clients.
Provide phone coverage and administrative support for property management operations as needed.
Assist the Property Management team with gathering and entering property budget data.
Help promote, establish, and maintain positive client relations and support day-to-day property operations.
Answer and route client and vendor calls and emails to appropriate Property Management contacts, or dispatch personnel based on immediate needs.
Assist clients and vendors with scheduling building maintenance, communicating building procedures, and providing general building information.
Notify the Property Manager of repeat client complaints or unusual or unreasonable situations.
Provide high-quality customer service and actively support the client retention program.
Coordinate and provide weekly and holiday or special-event notifications to clients, including notices about events and activities.
Update and maintain daily and emergency client contact lists and client information manuals.
Produce, modify, and distribute forms, spreadsheets, manuals, information packages, and other deliverables for Property Managers.
Maintain organized, current manual and electronic filing systems for properties, invoices, purchase orders, vendors, client work order billings, and other files.
Process correspondence with clients, contractors, and other third parties for Property Management staff.
Assist with contract documentation in accordance with internal controls, policies, and procedures.
Perform other duties and special projects as assigned.