Property Management Coordinator

Overview

Assist property management with operations, vendor coordination, client services, and admin tasks.

Key Responsibilities

• vendor setup
• sustainability tracking
• invoice review
• work scheduling
• purchase orders
• accounts payable

Tasks

-Manage new vendor setup. -Maintain and update insurance certificate files for all contractors performing work at the properties. -Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption. -Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, client work order billings and other general files. -Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings. -Answer and route phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs. -Notify Property Manager of repeat client complaints or unusual and/or unreasonable situations. -Assist with the scheduling of contractor work (ex: window washing) and coordinate with clients. -Involves movement between departments, and buildings to facilitate work. -Contribute toward overall office operational needs by helping to provide phone coverage and administrative support related to maintaining property management operations as necessary. -Coordinate for and provide clients with weekly, and holiday / special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc. -Provide clients and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information. -Update and maintain current daily and emergency client contact lists and client information manuals. -Assist Property Management team with gathering and inputting data in property budgets. -Execute prompt, accurate billing of client work orders for billable services on bimonthly basis. -Assist Property Management with contract documentation while following the policies and procedures of internal controls. -Assist Property Management in promoting, establishing, and maintaining positive relations with clients and with the day-to-day operations of the property. -Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances. -Process correspondence with clients, contractors and other third parties for Property Management staff. -Provide support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables. -Involves work of a general office nature usually performed standing such as operation of a fax and printer. -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. -Provide high quality of customer service and take an active role in client retention program.

Requirements

• microsoft office
• high school
• bachelor’s
• customer service
• problem solving
• teamwork

What You Bring

-0 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable. -High school diploma or equivalent certification required. Bachelor’s degree preferred. -Ability to work under pressure and effectively meet deadlines. -Ability to work independently and as part of a team. -This is an on-site position and requires in-person attendance. -Demonstrated ability to determine needs and achieve results without close supervision. -Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs. -Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations. -Proven customer service and problem solving skills. -Excellent written and verbal communication skills. -Demonstrated proficiency with Microsoft Office Applications. -Ability to organize and coordinate work efficiently and set priorities. -Involves work of a general office nature usually performed sitting such as operation of a computer.

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Benefits

-Flexibility to work beyond the regular work schedule.

About Bxp, Inc.

-Focus on high-quality office spaces and urban properties, building an extensive portfolio across key U.S. markets. -Long-term commitment to creating spaces that enhance community and work-life environments. -Projects often include innovative architectural designs and sustainable development practices. -Redefining urban landscapes in cities like Boston, New York, and San Francisco with iconic office towers and mixed-use developments. -Investing in properties with potential for growth, ensuring a forward-thinking approach to urban development. -Trusted partner for tenants and investors due to its reputation for quality and innovation.

Sector Specialisms