Property Management Coordinator

BXP • San Francisco, CA

1d • Onsite

About The Position

The Property Management Coordinator assists with the day-to-day operations and client relations of an assigned property or portfolio by coordinating client requests and administering maintenance services. The coordinator serves as the primary point of contact for client services and supports property management operations through vendor, invoice, contract, scheduling, recordkeeping, and administrative work. This is an on-site position requiring in-person attendance. The role regularly interfaces with client contacts, property management, leasing, construction, development and financial teams, as well as external vendors, construction professionals and consultants. The position reports to a Property Manager, who provides daily supervision and guidance and periodically coordinates, evaluates, and monitors work performance.

Requirements

• High school diploma or equivalent certification required.
• 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.
• Ability to represent BXP professionally at all times.
• Ability to work under pressure and effectively meet deadlines.
• Flexibility to work beyond the regular work schedule.
• Ability to meet the position's physical requirements, including working seated and standing, moving between departments and buildings, and regularly lifting items weighing approximately 15–20 lbs.

Nice To Haves

• 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.

Responsibilities

• Create purchase orders and service contracts; code and process vendor invoices using required expense allocations and verify billing against contracts, negotiated rates, and property budgets.
• Perform accounts payable duties and process Property Management Office invoices promptly to avoid budget variances; review invoices carefully 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 performing work at the properties, and manage new vendor setup.
• Bill client work orders promptly and accurately for billable services on a bimonthly basis.
• Assist with scheduling contractor work, such as window washing, and coordinate with clients.
• Support office operations by providing phone coverage and administrative assistance as needed.
• Assist the Property Management team with gathering and entering data for property budgets.
• Promote and maintain positive client relations and support day-to-day property operations.
• Answer and route client and vendor calls and emails to the appropriate Property Management contact or dispatch personnel based on immediate needs.
• Help clients and vendors schedule building maintenance, communicate building procedures, and obtain general building information.
• Notify the Property Manager of recurring client complaints and unusual or unreasonable situations; provide high-quality customer service and participate actively in client retention.
• Coordinate and provide weekly, holiday, and special-event notifications and client activities, such as welcome breakfasts, recycling audits and promotional events, bicycle safety events, blood drives, and ice cream socials.
• 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 general files.
• Process correspondence with clients, contractors, and other third parties for Property Management staff.
• Assist with contract documentation in accordance with internal-control policies and procedures.
• Perform other duties and special projects as assigned.

Benefits

• Medical and dental coverage.
• Retirement savings plan with competitive company match.
• Backup childcare.
• Educational assistance.
• Employee support programs.
• Commuter transit subsidy.
• Competitive total rewards package including base salary and annual discretionary bonus.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED